Job Description
The Facility Project Coordinator provides support for construction, renovation, and operational activities within the facilities team, focusing on project coordination, vendor management, day-to-day operations, safety, and budget tracking to ensure efficient and organized facilities management.
Key Responsibilities
- Coordinate and support facilities-related projects such as renovations, office buildouts, and closures
- Assist with scheduling, tracking, and documenting project timelines, deliverables, and action items
- Manage communication flow among internal teams, vendors, contractors, and landlords
- Support move activities including space planning, furniture ordering, and employee communication
- Implement and support facilities management systems and tools like OfficeSpace and ServiceNow
- Coordinate vendor sourcing, contract renewals, onboarding, and maintain records of contracts and SLAs
- Manage facilities helpdesk tickets and coordinate supply ordering and inventory tracking
- Serve as point of contact for on-site vendors and service providers to ensure issue resolution
- Assist with emergency preparedness activities, safety drills, and maintaining safety documentation
- Track facilities-related expenses, support budget monitoring, purchase orders, and invoice processing
Requirements
- Bachelor's degree or equivalent practical experience in facilities management, project coordination, operations, or a related field.
- Hands-on experience supporting corporate interior office construction, renovation, or office buildout projects.
- 2 to 4 years of experience supporting facilities operations, construction or renovation projects, office operations, or workplace services.
- Experience coordinating activities across vendors, contractors, and internal stakeholders.
- Strong organizational and administrative skills with the ability to manage multiple tasks and priorities.
- Proficiency with Microsoft Office and facilities management or ticketing systems such as ServiceNow.
- Excellent written and verbal communication skills.
- Working knowledge of procurement processes, contract administration, and basic budget tracking.
- Experience supporting workplace safety or emergency preparedness programs.
- Ability to support and assist with scheduling, tracking, and documentation of project timelines, deliverables, and action items.
- Ability to coordinate communications and information flow among internal teams, landlords, architects, contractors, and vendors.
- Ability to track milestones, dependencies, and potential risks, and escalate issues to the Senior Director as needed.
- Ability to support move-related activities such as space planning coordination, furniture ordering, and employee communications.
- Ability to support implementation and adoption of facilities-related systems and tools, e.g., OfficeSpace, ServiceNow.
- Ability to support vendor sourcing activities, including RFP/RFQ coordination, bid comparisons, and evaluation documentation.
- Ability to coordinate contract-related activities such as renewals, onboarding, and documentation in partnership with Legal, Procurement, and Finance.
- Ability to maintain organized and up-to-date records for vendors, contracts, and service-level agreements.
- Ability to manage facilities helpdesk tickets, including temperature requests, furniture needs, office moves, repairs, and general inquiries.
- Ability to coordinate supply ordering and support inventory tracking for HQ facilities and shared spaces.
- Ability to serve as a day-to-day point of contact for on-site vendors and service providers to ensure timely issue resolution.
- Ability to support emergency planning activities, including evacuation planning, safety trainings, and emergency drills.
- Ability to maintain emergency plans, contact lists, and safety signage in alignment with company standards and local regulations.
- Ability to track facilities-related expenses, assist with budget monitoring and variance reporting, and support purchase order creation, invoice processing, and approval workflows.
- Willingness to work in a HQ-based role with regular on-site presence, with occasional off-hours support for office moves, emergencies, or critical facilities activities.
Benefits & Perks
Medical plans with company subsidies
Health Savings Account (HSA) with a company contribution
401(k) with an employer match
Paid vacation that increases with tenure
Paid holidays
Wellness time
Paid maternity and bonding leave
Company-paid disability insurance
Company-paid life insurance
Ready to Apply?
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