Administrative / Facilities Coordinator

Position Overview

We are seeking an organized and detail-oriented Administrative / Facilities Coordinator to provide administrative and space planning support to a Facilities organization.

This position will support workplace planning, facilities data management, reporting, scheduling, and day-to-day administrative activities across a large 1.6 million-square-foot campus. The role requires someone who is comfortable working with data and spreadsheets while also conducting daily field checks throughout the facility.

The ideal candidate is highly organized, comfortable managing multiple priorities, and able to work effectively with employees and internal business partners.

Position Details

• Work Model: 100% On-site
• Schedule: 4/10 – First Shift
• Employment Type: Contract
• Potential for Full-Time Hire: Yes
• Overtime Status: Non-Exempt
• Security Clearance: Not required

Key Responsibilities

Facilities & Space Planning Support

• Provide administrative and space planning support to the Facilities team.
• Gather, maintain, track, and verify space, occupancy, employee, and facilities-related information from multiple sources.
• Conduct daily field checks throughout a large corporate campus to verify space and occupancy information.
• Update space planning records, floor plans, seating assignments, and related databases.
• Support effective utilization of workplace and facility resources.
• Coordinate and track space requests, employee moves, seating changes, and other workplace activities.
• Ensure facilities and space planning information remains accurate and up to date.

Data Management & Reporting

• Compile, organize, and analyze facilities-related data.
• Prepare reports, spreadsheets, presentations, timelines, tables, and other materials.
• Maintain accurate records and databases used for facilities planning and decision-making.
• Identify inconsistencies or missing information and assist with maintaining data accuracy.
• Support reporting and analysis related to space utilization, occupancy, and workplace planning.

Administrative Support

• Manage calendars and schedules for the Facilities team.
• Coordinate meetings, appointments, site visits, and other team activities.
• Provide administrative support for Facilities projects and meetings.
• Assist with internal communications and day-to-day department operations.
• Coordinate business travel as needed.
• Prepare and process expense reports.
• Maintain documentation and assist with other administrative activities as required.

Process & Employee Support

• Assist with developing and improving administrative and facilities processes.
• Identify opportunities to improve workflow, data accuracy, and operational efficiency.
• Provide employees and internal business partners with information regarding Facilities processes and procedures.
• Assist with questions regarding space assignments, workplace services, and related Facilities activities.
• Collaborate with internal teams to ensure requests and workplace activities are completed accurately and efficiently.

Required Qualifications

• Administrative, facilities, workplace coordination, space planning, or related experience.
• Strong organizational and time-management skills.
• Strong attention to detail and data accuracy.
• Experience maintaining records, databases, spreadsheets, or tracking systems.
• Ability to compile information and prepare reports, spreadsheets, presentations, and other business materials.
• Experience coordinating calendars, meetings, appointments, or workplace activities.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and collaborate effectively with internal teams.
• Comfortable conducting daily field checks and walking throughout a 1.6 million-square-foot campus.
• Ability to work 100% on-site.