Facility & Office Services Coordinator Facilities Support

Facility & Services Support

Education: Option 1 • Bachelor's degree (any field) • Entry-level candidates considered Option 2 • High School Diploma or equivalent • Minimum 5 years of experience working in an office environment Required Qualifications/Skills/Experience: • Strong computer proficiency • Friendly, engaging, and professional customer-service personality • Ability to manage multiple projects and priorities simultaneously • 2 years vocational training + up to 1 year of experience needed • Basic knowledge and experience of principles, procedures, work routines and skills in the related field of work, gained through structured and focused two-year vocational training period • Microsoft Office Suite proficiency • Comfortable using AI tools such as: Microsoft Copilot, ChatGPT, and similar AI productivity tools • Performs defined and described tasks related to facility management & services (e.g. mail services & logistics, reception, move, cleaning, archive, print & copy services, conferencing, etc.), reporting of feedback, incident reports and required documentation • Coordinates related required activities and resources (internal and external service provider) • Purchases materials for installations, hook-ups, maintenance and repairs • Responds to general office inquiries • May organize relocation and office furnishing • Completes service calls/requests regarding maintenance activities or other facility-related procedures. Impacts: Selects from among clear choices based upon defined procedures and practices, to address changing work situations appropriately • Thinking and portfolio of acting options cover several routines, and latitude is permitted to address topics with appropriate processes. Unexpected situations, however, typically need technical assistance or authorization • Positions are expected to cope effectively with multiple-choice situations in several assigned processes and routines • Thinking is about applying or even adapting the "right" procedure to a process or an issue arising.

Position Summary: • The Facility & Services Support candidate will provide front-office and facility support services for the Austin site. This individual will serve as the first point of contact for visitors and employees while coordinating facility-related services and supporting day-to-day office operations. The role requires strong organizational skills, the ability to multitask, and a professional, customer-focused demeanor. • The Facility & Services Support candidate will serve as the primary onsite administrative and facilities support resource for the Austin office. This position combines front desk reception duties with facility coordination responsibilities, ensuring a professional workplace experience for employees and visitors. The individual will support daily office operations by managing facility service requests, coordinating with vendors and service providers, purchasing supplies and materials, assisting with office moves and workspace setup, and responding to general employee inquiries. The role requires a highly organized, customer-focused professional who can effectively multitask, communicate with various stakeholders, and help maintain a safe, efficient, and welcoming work environment.

Position Responsibilities: • Provide reception and front lobby support • Respond to general office inquiries • Coordinate facility services and related activities • Support mail services, logistics, conferencing, printing/copying, archives, cleaning, and office moves • Complete service calls and maintenance requests • Purchase materials for facility installations, maintenance, and repairs • Coordinate resources with internal teams and external service providers • Assist with office relocation and furnishing activities as needed • Maintain required documentation, incident reports, and service records