Administrative Services (Facilities Management) Coordinator

ZipRecruiter; Atlanta (GA); Hybrid; USD 50,000 - 57,000; Full time

Job summary

A leading organization in Atlanta is looking for an Administrative Services Coordinator to oversee essential facilities and administrative functions, enhancing day-to-day operations. This hybrid role requires a strong background in administrative support and customer service, along with excellent organizational, multitasking, and interpersonal skills. With a salary range of $50,000 to $57,000, you will enjoy a hybrid work setup, balancing onsite presence with remote flexibility.

Benefits

Medical, Dental & Vision

Vacation, Sick & Personal Leave

Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Qualifications

• 3 years of experience in administrative services required.
• Desire for associate degree or equivalent.
• Excellent phone etiquette and professional demeanor.

Responsibilities

• Oversee facilities and administrative services for operational efficiency.
• Process invoices and manage budget tracking.
• Coordinate minor furniture installations and supply management.

Skills

Organizational skills

Interpersonal skills

Customer service skills

Multitasking

Listening skills

Education

High school degree

Associate’s degree

Tools

O365

Concur

Job description

Job DescriptionJob Description

Job Title: Administrative Services Coordinator, Facilities Management

Department: Institute of Capacity Building (ICB)

Reports To: Director of Operations, ICB

FLSA Status: Non-exempt

Salary Band: B2 - Location 3

JOB DESCRIPTION

The Administrative Services Coordinator, Facilities Management oversees the facilities and administrative services functions to help keep the office running efficiently by coordinating activities that support day-to-day operations. The role serves as a point of contact for employees, vendors, and building management. This is an essential role requiring daily in-office support.

ABOUT UNCF

The United Negro College Fund (UNCF) has been an engine of educational achievement for more than 80 years. UNCF’s mission is to build a robust and nationally recognized pipeline of HBCU students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $6 billion in private support, distributed scholarships to help students attend school, and enabled more than 500,000 scholars and low-income students to graduate from UNCF’s member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap by increasing postsecondary access and success for student groups, particularly low-income and first- students.

PRIMARY RESPONSIBILITIES AND DUTIES:

Security

• Oversee UNCF’s onsite security systems, programs and deletes building access cards, monitors security cameras and addresses areas of concern, manages key distribution and retrieval.
• Ensuring all vendors are escorted in the building.
• Providing visitor data and contact information to security.

Facilities Management

• Serve as point of contact to building management regarding any building issues – plumbing, electrical, janitorial, heat, air conditioning, equipment repairs etc.
• Ensure building management provides agreed-upon maintenance, services, supplies, and equipment.
• Coordinate minor systems furniture installations, reconfigurations, and ergonomic adjustments, as needed.
• Ensure that the office suite always looks presentable, and everything is working properly, this includes wiping coffee stains on counters, turning off the TV at the end of the day, and washing dishes left in the sink.

Administrative Services

• Process/sort all incoming mail, and packages and deliver them to the various departments.
• Process/sort all outgoing mail, and packages to be dropped off at the postal, UPS, and FedEx designated areas in the building.
• Make sure the copy machines are properly functioning and stocked.
• Assist with the printing, binding, packing, and shipping large print jobs for events.
• Work in collaboration with Enterprise Technology to prepare training, conference and media rooms for meetings, events, interviews including setup, breakdown, materials and equipment, etc.
• Monitor supplies and reorder, when necessary – copier, breakroom, office supplies, etc.
• Assist CEO, when requested.
• Keep the Director informed of major issues.

Expense Processing and Tracking

• Process invoices.
• Prepare reports and submit cost allocations for printing and postal usage to various departments.
• Manage budget and cost transfers and track expenses.

Employee and Guest Support

• Ensure visitor access, parking, and signage are properly set up for smooth navigation.
• Respond to employee requests for workspace adjustments, temperature control, or package assistance.
• Monitor guest areas for cleanliness ad functionality throughout the week.

Performs other duties as assigned

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

A high school degree is required. An Associate’s degree (A. A.) or equivalent from a two-year college is desired. A minimum of 3 years of administrative services assistant experience is required.

OTHER SKILLS AND ABILITIES

Excellent phone etiquette, professional demeanor; strong organizational, interpersonal, and listening skills. Proficient use of O365, Concur. Logistics or facilities experience required. Strong multitasking and organizational skills. Must be able to multitask and perform daily duties with little supervision. Strong customer service skills.

Compensation and Benefits

Benefits include:

Medical, Dental & Vision

Vacation, Sick & Personal Leave

Life Insurance(Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Salary Range: $50,000.00 - $57,000.00. This is a hybrid role: 4 days on-site and 1-day remote per week, located in UNCF’s Atlanta building.

UNCF is EOE M/F/D/V