Facilities Admin/Coordinator

Coordinator Corporate Support

Job Summary:

The Coordinator, Corporate Support, helps manage office operations and completes various administrative tasks in support of the organization. This role involves handling the remote support of general office management and facilities tasks, coordinating engagement activities and various meetings, and ensuring seamless communication between vendors, employees, and internal teams.

Key Responsibilities:

• Assist with scheduling, documentation, and communication relating to office management and facilities needs

• Obtain and manage Certificates of Insurance (COIs) for clients and internally.

• Process office and kitchen supply orders for all IT Solutions locations ensuring timely delivery and inventory management.

• Manage employee gift orders, including sympathy, tenure, and recognition gifts.

• Generate and track FedEx shipping labels, ensuring accurate tracking and reporting.

• Issue Swag Store credits and maintain related records, ensuring accurate tracking and reporting.

• Update and maintain various site lists, including parking and employee directories, ensuring accuracy and accessibility.

• Coordinate site visits and appointments between vendors and site leads.

• Gather price quotes for facility-related projects and services, ensuring competitive pricing and quality.

• Complete assigned tickets from the Office Management board while meeting assigned Service Level Obligations

• Coordinate Engagement Team activities while adhering to budgets and timelines provided by the team.

• Assist the Executive Team with daily administrative tasks, including calendar management and meeting coordination.

• Manage Outlook calendars and schedule meetings as directed to facilitate operational efficiency.

• Coordinate routine maintenance, repairs, and inspections of building systems, including HVAC, electrical, plumbing, and security.

• Distribute digitalized mail to the appropriate function from multiple sources.

Qualifications:

• 3-5 years of previous experience in an administrative or support role preferably in facilities management.

• Demonstrated strong organizational and time-management skills.

• Excellent verbal communication and interpersonal abilities.

• Proficiency in Microsoft Office, including Excel and PowerPoint and other administrative tools.

• Ability to work independently and manage multiple tasks remotely.

• Detail-oriented with strong problem-solving skills.