Facility Coordinator (Reception & Administrative Support)

Key Responsibilities

Front Desk & Office Reception

• Serve as the first point of contact for employees, guests, and external partners visiting the office.
• Greet visitors and assist with check-in procedures, visitor badges, and general inquiries.
• Answer and route incoming phone calls and respond to emails as appropriate.
• Maintain a clean, organized, and professional reception area.
• Receive, sort, and distribute incoming mail, packages, and deliveries.

Workplace & Facilities Support

• Submit and monitor maintenance requests and facility service tickets.
• Coordinate access for service providers, contractors, and vendors performing onsite work.
• Assist with office seating updates, workspace assignments, and documentation.
• Monitor office supply inventory and replenish items as needed.
• Support office moves, workstation setups, and general space reconfigurations.
• Prepare purchase requests related to facility repairs, services, and operational needs.

Administrative & Executive Assistance

• Provide administrative support to leadership and executive support staff as needed.
• Coordinate conference rooms, meeting logistics, and catering arrangements.
• Assist with planning and preparation for executive visits, meetings, and company events.
• Handle sensitive information with professionalism and discretion.

Vendor Coordination

• Schedule and communicate with outside vendors and service providers.
• Support onboarding activities for contractors requiring onsite access.
• Track open service requests and follow through to ensure timely completion.

Qualifications

• High school diploma or equivalent required.
• Minimum of two years of experience in reception, office administration, facilities coordination, or a related support role.
• Previous experience supporting executives or senior leadership is preferred.
• Experience coordinating vendors, contractors, or workplace services is a plus.
• Strong customer service and interpersonal skills with the ability to interact professionally at all levels of the organization.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple tasks and adapt in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Teams.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.