Client-Focused Facility Services Coordinator

BGIS; Arlington (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

BGIS is seeking a Facility Services Coordinator to join our Arlington, VA team. You will support reprographics operations, manage room bookings, mail, and visitor services, and act as the first point of contact for client inquiries in a virtual service center model.

You will coordinate with internal site management, assist with scheduling, access control, and meeting room requirements while maintaining records, invoicing, and basic data entry with attention to detail and strong customer service

Qualifications

• HSE policies and procedures are met and maintained by all stakeholders.
• Strong demonstrated experience working in a Customer Service Center environment.
• Demonstrated understanding of customer service principles.
• Demonstrated experience working with internal and external stakeholders at varying levels of an organization.
• Strong demonstrated professional telephone manner - listening, questioning, empathy, clear client outcome and professionalism.
• Demonstrated attention for detail and grammar.
• Proficient in Word, Excel, Outlook and Internet access; Good keyboard skills, speed and accuracy.
• Able to respond quickly to change and adopt a flexible/ innovative approach to problems and opportunities.

Responsibilities

• Operate, maintain, and troubleshoot reprographics equipment including copiers, printers, scanners, plotters, and binding machines.
• Process incoming print, copy, and scan requests - ensuring accuracy, formatting consistency, and adherence to project deadlines.
• Handle confidential and sensitive documents with discretion.
• Perform large-format printing and document finishing (binding, laminating, trimming, etc.).
• Monitor supply levels (paper, toner, ink, binding materials) and order replacements proactively.
• Maintain an organized workflow and log of all print jobs, including billing or chargeback codes as required.
• Provide routine maintenance and coordinate service calls with vendors when needed.
• Assist with digital document management and archival scanning when applicable.
• Collaborate with project teams to ensure print quality and file specifications meet standards (e.g., engineering drawings, architectural plans, or proposal documents).
• Ensure compliance with company policies, safety procedures, and equipment usage guidelines.
• Meet and greet clients and visitors.
• Act as the first point of contact for all incoming phone queries, managing requests and room bookings as part of the virtual service center model including lodging work requests using the internal system.
• Assist the internal site management team acting as the conduit for client requests as well as other requests as required.
• Assist with visitor/contractor escorts and instructing and supervising as required.
• Manage the collection and distribution of internal and external mail & courier deliveries.
• Manage the delivery of consumables throughout the refresh areas.
• Support in the provision of building access cards to staff and contractors.
• Supporting in meeting room requirements (ex. room reconfigurations & catering provisions).
• Administration duties as required.
• Invoicing receipting and reconciliation.
• Data entry & records management.
• Work Order management.
• Maintain distribution lists.

Skills

Customer service

Telephone etiquette

Attention to detail

Grammar

MS Office

Data entry

Adaptability

Tools

Word

Excel

Outlook

Job description

BGIS is seeking a Facility Services Coordinator to join our Arlington, VA team. You will support reprographics operations, manage room bookings, mail, and visitor services, and act as the first point of contact for client inquiries in a virtual service center model.

You will coordinate with internal site management, assist with scheduling, access control, and meeting room requirements while maintaining records, invoicing, and basic data entry with attention to detail and strong customer service