Administrative & Facilities Coordinator

Pocketbook Agency; Albuquerque (NM); On-site; USD 42,000 - 66,000; Full time

Job summary

An Administrative & Facilities Coordinator is needed to support Albuquerque office operations for a fast-growing defense technology company. You will manage office administration, coordinate facilities activities, assist visitors and new hires, and ensure a safe, organized workplace.

You will work with site leadership, engineering, operations, and safety teams; handle calendar coordination, meeting logistics, vendor coordination, and onboarding logistics for new hires while serving as a friendly

Qualifications

• 2+ years in office administration or facilities coordination.
• Experience supporting a regulated, secure environment is a plus.
• Strong organizational skills and attention to detail.
• Professional communication with employees, vendors, and visitors.

Responsibilities

• Manage day-to-day office operations, including ordering supplies, coordinating mail and shipping/receiving, and maintaining organized common areas.
• Monitor office inventory and replenish supplies.
• Provide administrative support to site leadership, including calendar coordination and scheduling assistance.
• Assist with meeting preparation, conference room scheduling, and office logistics.
• Coordinate facility maintenance requests and schedule vendors, contractors, and service providers.
• Support ongoing facility upkeep by tracking maintenance needs and ensuring timely resolution of operational issues.
• Assist with light facilities tasks, including meeting setup, organizing supplies, and maintaining workplace readiness.
• Track and reorder operational supplies and PPE in partnership with safety team.
• Coordinate visitor logistics, including guest registration, badges, conference room scheduling, and onsite hospitality.
• Help facilitate visits from customers, government agencies, auditors, and external partners.
• Support onboarding logistics for new hires, including workspace setup, equipment coordination, and first-day preparation.
• Serve as welcoming first point of contact for employees, visitors, and vendors.
• Maintain organized facility documentation, including visitor records, maintenance logs, safety documentation, and operational files.
• Assist with administrative processes that support the site's safety and compliance programs.
• Promptly communicate facility concerns or operational issues to the appropriate internal teams.

Skills

Office administration

Facilities coordination

Communication skills

Microsoft Office

Google Workspace

Customer service

Tools

Microsoft Office

Google Workspace

Job description

We are seeking a proactive and highly organized Administrative & Facilities Coordinator to support the day-to-day operations of the Albuquerque office for a fast-growing, cutting-edge defense technology company.

This is an excellent opportunity for an early-career professional looking to grow within a dynamic, mission-driven organization. As the primary administrative support for the site, you will play an integral role in keeping daily operations running smoothly by managing office administration, coordinating facilities activities, supporting visitors and new hires, and ensuring the workplace remains organized, safe, and operationally efficient. You'll work closely with site leadership, engineering, operations, and safety teams while serving as one of the first points of contact for employees, vendors, and government visitors.

Responsibilities

Office Administration

• Manage day-to-day office operations, including ordering supplies, coordinating mail and shipping/receiving, and maintaining organized common areas.
• Monitor office inventory and replenish supplies as needed.
• Provide administrative support to site leadership, including calendar coordination and scheduling assistance.
• Assist with meeting preparation, conference room scheduling, and office logistics.

Facilities Coordination

• Coordinate facility maintenance requests and schedule vendors, contractors, and service providers.
• Support ongoing facility upkeep by tracking maintenance needs and ensuring timely resolution of operational issues.
• Assist with light facilities tasks, including meeting setup, organizing supplies, and maintaining workplace readiness.
• Track and reorder operational supplies and personal protective equipment (PPE) in partnership with the site's safety team.

Visitor & Employee Support

• Coordinate visitor logistics, including guest registration, badges, conference room scheduling, and onsite hospitality.
• Help facilitate visits from customers, government agencies, auditors, and external partners while ensuring a professional onsite experience.
• Support onboarding logistics for new hires, including workspace setup, equipment coordination, and first-day preparation.
• Serve as a welcoming first point of contact for employees, visitors, and vendors.

Documentation & Compliance Support

• Maintain organized facility documentation, including visitor records, maintenance logs, safety documentation, and operational files.
• Assist with administrative processes that support the site's safety and compliance programs.
• Promptly communicate facility concerns or operational issues to the appropriate internal teams.

Qualifications

• 2+ years of experience in office administration, facilities coordination, customer service, hospitality, reception, or a related support role.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple priorities.
• Professional communication skills and confidence interacting with employees, vendors, customers, and external stakeholders.
• Proficiency with Microsoft Office, Google Workspace, or similar office software.
• Self-motivated, dependable, and eager to learn in a fast-paced, collaborative environment.
• Experience supporting a regulated, secure, manufacturing, industrial, government, or technical environment is a plus.
• Familiarity with vendor coordination, facilities operations, or workplace services is preferred.