Facilities Coordinator
Location: Pasadena, CA
Pay Rate: $28.00-$30.00/hour, DOE
Schedule: Monday-Friday, 7:30 AM-4:30 PM or 8:00 AM-5:00 PM
Position Overview
We are seeking an experienced Facilities Coordinator to support the day-to-day facilities operations and workplace services for our client's Pasadena office. This position serves as the primary point of contact for employees, building management, maintenance teams, vendors, and internal support departments on facility-related matters.
The Facilities Coordinator will ensure workplace requests are addressed promptly, facilities operations run efficiently, and safety, security, compliance, and reporting requirements are properly maintained. This role will also coordinate employee moves, seating changes, onboarding and offboarding activities, and may provide lead-level oversight to other facilities support staff.
Key Responsibilities
- Serve as the primary liaison with building management and maintenance for the assigned office location and provide remote facilities support to other locations as needed.
- Act as the primary employee point of contact for facility-related issues, requests, and workplace needs.
- Monitor and coordinate facility work orders from initial request through satisfactory resolution.
- Coordinate employee moves, additions, changes, seating assignments, and related workplace requirements.
- Coordinate and manage vendors and service providers, including scheduling and completion of facility-related work.
- Review facilities projects with the Facilities Manager/Director for approval and coordinate approved activities.
- Partner with the Facilities Manager/Director on ongoing facility operations and workplace requirements.
- Coordinate with corporate support functions, including Reprographics, Information Systems/IT, Security, Human Resources, and Safety.
- Coordinate with the Office Safety Committee to create, maintain, and update the emergency evacuation plan (OSHEP).
- Serve as the Security/Emergency Coordinator and support the office business continuity plan, including safety coordination when Safety personnel are not represented.
- Participate as a member of the Office Safety Committee and promote safe and secure workplace practices.
- Maintain Safety Data Sheets (SDS) for applicable products used onsite.
- Coordinate the maintenance and readiness of Automated External Defibrillators (AEDs), fire extinguishers, and first-aid supplies.
- Complete required monthly reporting, including Industry Safe office safety inspections, occupancy reports, and other corporate reporting as requested.
- Gather, maintain, and report sustainability-related information.
- Provide location-specific information and supporting data for annual budget preparation.
- Coordinate with Hiring Managers, Human Resources, and IT to support employee onboarding and offboarding activities.
- Maintain office seating information for one or more locations using Archibus.
- Attend scheduled Facilities team meetings and take departmental meeting notes as required.
- Provide oversight and work direction to other facilities staff as needed.
- Ensure adherence to all corporate, contractual, ethical, safety, and operational standards, policies, and procedures.
- Perform additional facilities responsibilities specific to the assigned location(s).
Skills & Competencies
- Strong written and verbal communication skills.
- Excellent organizational, interpersonal, and customer service skills.
- Proficiency with Microsoft Office 365 and internet search tools.
- Ability to work effectively both independently and as part of a team.
- Ability to communicate and collaborate professionally with employees and stakeholders at various levels of the organization.
- Ability to manage multiple priorities, work effectively under time constraints, and meet established deadlines.
- Strong attention to detail, follow-through, and problem-solving skills.
- Familiarity with codes and regulations related to facility maintenance and workplace safety.
- Ability to provide clear work instructions and coordinate the activities of vendors and facilities support personnel.
- Working knowledge of company policies and procedures preferred.
Must Haves
- High school diploma or equivalent.
- 8-10 years of relevant facilities, workplace operations, or office facilities experience.
- Previous experience working in a lead capacity, including coordinating or providing work direction to others.
- Hands-on experience supporting day-to-day facility operations, including building management, maintenance requests, and work order coordination.
- Experience coordinating vendors and service providers and following facility-related work through completion.
- Experience supporting employee moves, additions, changes, seating, or workplace coordination.
- Experience supporting workplace safety, emergency preparedness, and facility compliance requirements.
- Strong organizational and customer service skills with the ability to manage multiple facility requests and priorities.
- Proficiency with Microsoft Office 365.
- Ability to work onsite in Pasadena, Monday through Friday, during the required schedule.
Preferred: Some college-level education. Experience with Archibus or a comparable workplace/facilities management system is highly desirable.
Ideal Candidate
The ideal candidate is an experienced, hands-on facilities professional who is accustomed to being the go-to person for the daily operational needs of an office. They are organized, responsive, service-oriented, and comfortable taking ownership of facility issues from the initial request through resolution.
This person should be equally comfortable coordinating with employees, building management, maintenance teams, vendors, HR, IT, Security, and Facilities leadership. They understand that successful facilities coordination requires both strong customer service and consistent attention to safety, compliance, documentation, and follow-through.
A particularly strong candidate will have experience managing work orders, vendors, employee moves and seating, onboarding and offboarding support, workplace safety programs, emergency preparedness, and facilities reporting. Experience using Archibus for seating or occupancy management would be highly valuable.