Duration: 12 Months
Onsite
Job Description:
- The Facilities & Administrative Coordinator supports day-to-day building operations, workplace services, and administrative activities while providing executive administrative support to an Executive Director. This role serves as a central coordination point for building issues, conference rooms, auditorium reservations, and employee seating. The coordinator works with the appropriate Facilities, IT, Security, maintenance, and other support contacts to ensure requests are addressed and tracked to completion.
Primary Responsibilities |
Building Operations & Facilities Coordination
- Serve as the primary coordination contact for routine building-related requests and concerns.
- Identify, document, and route issues to Facilities, Maintenance, IT, Security, or other appropriate teams; follow up through resolution.
- Conduct routine walkthroughs of shared spaces to identify operational or maintenance needs.
- Maintain issue logs, service requests, contacts, and building-related communications.
Conference Room & Auditorium Coordination
- Coordinate room and auditorium reservations, scheduling conflicts, and space utilization.
- Maintain reservation records and communicate self-service booking procedures and room guidelines.
- Coordinate with IT/AV and Facilities for equipment issues, room readiness, and special meeting requirements.
- Support logistics for larger meetings and events as assigned; coordinate rather than personally perform all room setups.
Seating & Workspace Coordination
- Maintain seating assignments, occupancy records, and current floor plans.
- Coordinate employee moves, seating changes, and workspace adjustments with Facilities, IT, and departmental partners.
- Track open seating requests and support office reconfiguration projects.
General Administrative Coordination
- Maintain spreadsheets, tracking logs, shared documentation, and routine reports.
- Coordinate operational communications and assigned administrative projects.
- Recommend practical improvements to workplace processes and request tracking.
Executive Administrative Support |
- Coordinate calendar appointments, meeting invitations, and scheduling conflicts.
- Arrange business travel, itineraries, and related logistics.
- Assist with expense reporting, meeting materials, and follow-up activities as assigned.
- Handle sensitive information with discretion and maintain alignment with supervisor-established priorities.
Required Qualifications
- At least five years of experience in administrative support, office operations, facilities coordination, or a related field.
- Strong organization, prioritization, follow-through, and customer service skills.
- Proficiency in Outlook, Excel, Word, PowerPoint, and Teams.
- Professional written and verbal communication; ability to collaborate across departments.
- Ability to independently track requests, identify appropriate escalation paths, and manage competing priorities.
- An associate degree or higher is required.
Preferred Qualifications
- Experience in a corporate office or large workplace environment.
- Experience with conference room systems, auditorium coordination, employee seating, or office moves.
- Prior administrative support experience with senior-level leadership.
Performance & Reporting Expectations
- Provide a concise weekly update covering open facilities requests, room and auditorium issues, seating changes, completed work, and outstanding actions.
- Maintain accurate, current tracking records and communicate status and delays promptly.
- Follow established procedures and escalate issues to the team accountable for resolution.
- The designated administrative supervisor assigns work and establishes overall priorities. Executive support requests are coordinated with the Executive Director.
About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit
www.ustechsolutions.com US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
AI Statement: By applying, you acknowledge that AI-assisted tools may be used during hiring.
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