Associate Facilities Coordinator (R5534)

Job Description:

What you'll do:

• Greet and assist visitors, ensuring a positive and professional first impression.
• Manage emails and general inquiries, routing them as appropriate.
• Coordinate visitor access, badging, and check-in processes.
• Maintain front desk organization, cleanliness, and readiness at all times.
• Schedule meetings and manage conference room bookings.
• Support office operations, including mail distribution, deliveries, and office supply inventory. 
• Coordinate with vendors and service providers as needed.
• Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.
• Assist with planning and execution of office events, meetings, executive visits, and team activities.
• Partner with Facilities, IT, Security, and Workplace teams to support daily office operations. 
• Maintain accurate records and handle sensitive information with discretion.
• Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.
• Coordinate maintenance and repairs of office equipment with vendors when required. 
• Oversee office cleaning services and ensure the workplace is maintained to the highest standards.
• Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.
• Maintain inventory and accountability of office equipment, company assets, and workplace supplies. 
• Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.
• Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities. 

Required qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.
• Upper-Intermediate (B2) or higher English proficiency (written and spoken).
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace. 
• Experience managing phones, calendars, and visitor coordination.
• Ability to multitask and prioritize in a fast-paced environment. 
• Strong organizational skills and attention to detail.
• Professional demeanor with a customer-service mindset. 
• Reliable, punctual, and able to handle sensitive and confidential information. 
• Ability to work independently, take ownership, and proactively solve day-to-day office issues. 

Preferred qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
• Experience in a corporate or high-growth blended manufacturing/office environment.
• Experience supporting facilities, office operations, or workplace services.
• Basic knowledge of access control systems and office security protocols. 
• Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems). 
• Experience coordinating vendors, deliveries, and events.
• Experience supporting meetings, trainings, executive visits, and corporate events.
• Experience managing office inventory and workplace assets.
• Strong problem-solving skills with the ability to work independently.
• Experience handling confidential or sensitive information in a professional environment.