Job Description

Facilities Coordinator

Location: Wexford, PA 15090

Reports To: Workplace Experience Manager

Schedule: Onsite (Monday-Friday)

Hours: 7am-4pm

The Facilities Support Coordinator provides essential day‑to‑day operational, administrative, and facilities communication support to ensure the office remains clean, functional, safe, and welcoming. This hospitality‑driven role supports the Workplace Experience Manager in delivering a high‑quality workplace environment by assisting with visitor management, office operations, mail and package handling, meeting room readiness, and communicating updates.

The ideal candidate is reliable, detail‑oriented, service‑minded, and comfortable performing tasks that keep an innovative office running smoothly.

Key Responsibilities

Hospitality & Visitor Management

• Assist with greeting visitors, supporting check‑in and badging processes, and ensuring a polished front‑of‑house experience.
• Provide professional communication to visitors, employees, and vendors.
• Support the Workplace Experience Manager in delivering a consistent, hospitality‑centered workplace experience for both internal employees and external guests.

Backup Content Management Support

• Partner with the Director of Internal Communications to maintain and communicate workplace content.
• Provide backup support for content publishing tools.

Meeting and Event Support

• Coordinates directly with the Workplace Experience Manager to prepare for upcoming meetings/events to determine the best support approach.
• Supports day‑of logistics, greeting vendors, directing attendees, and ensuring spaces remain clean, stocked, and operational throughout the meeting/event.

Mailroom & Logistics

• Receive, sort, and distribute incoming mail and packages throughout the day.
• Coordinate outgoing mail and maintain postage or shipping equipment.
• Create shipping labels and support package tracking as needed.
• Maintain mailroom organization and inventory of shipping materials.

General Support

• Provide backup support for workplace programs and initiatives.
• Jump in wherever needed to maintain a smooth, efficient, and employee‑friendly office environment.

Qualifications

• 1–3 years of experience in facilities support, hospitality, office coordination, or workplace experience.
• Strong service mindset with a willingness to go above and beyond.
• Comfortable with light physical tasks (lifting small boxes, moving chairs, room resets).
• Familiarity with visitor management systems, access control, and basic office technology.
• Strong communication, organization, and multitasking abilities.
• Dependable, proactive, and comfortable working onsite in a fast‑paced environment.
• High school diploma or equivalent required.

Key Competencies

• Service Orientation: Creates a welcoming, polished workplace environment.
• Reliability: Consistently follows routines and completes tasks with accuracy.
• Team Support: Works closely with and takes direction from the Workplace Experience Manager and Director of Internal Communications.
• Adaptability: Comfortable shifting priorities and assisting wherever needed.