Facilities and Office Services Coordinator

Americon Corporation for Public Well Being; Milwaukee (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

Americon Corporation for Public Well Being is seeking a Facilities and Office Services Coordinator to bring organization and professionalism to the Marketing & Communications group. You will support leadership and staff with operational and administrative functions ensuring a smooth-running office for 20+ staff.

The role involves handling corporate communications and marketing operations, payroll coordination, IT coordination, and onboarding new hires, with a focus on maintaining a clean,

Qualifications

• Demonstrated ability to create and maintain organized filing and documentation systems.
• Reliable, punctual, and consistently professional in appearance and conduct.
• Comfortable working in a fast-paced environment with shifting priorities and occasional time pressure.
• Comfortable managing vendor relationships, service contracts, and routine procurement.
• Prior experience with legal document management or compliance filings.
• Familiarity with HR systems (Rippling, BambooHR, ADP, or equivalent).
• Experience supporting C-suite executives in a high-volume environment.
• Familiarity with digital collaboration tools including Slack, Zoom, and Teams.

Responsibilities

• Maintain organized systems for records, files, contracts, and correspondence in accordance with firm policies.
• Support the talent acquisition process including interview scheduling, candidate communications, and offer logistics.
• Assist with payroll preparation, timesheet review, and coordination with the firm"s payroll provider.
• Coordinate with IT on equipment procurement, setup, and support for staff as needed.
• Support the annual performance review cycle with administrative coordination and documentation.

Skills

Organized filing systems

Reliable and professional

Time management

Vendor management

Communication

Tools

Rippling

BambooHR

ADP

Slack

Zoom

Teams

Job description

About The Role This Facilities and Office Services Coordinator role is for someone who brings organization, professionalism, and a service orientation to corporate communications and marketing. You will work within ACPWB's Marketing & Communications group, supporting leadership and staff with the operational and administrative functions that keep a 20-person firm operating smoothly. We are direct about expectations and generous in recognition when those expectations are met.

The Facilities and Office Services Coordinator position in ACPWB's Marketing & Communications team is an opportunity to be the operational foundation of a growing professional services firm. You will handle corporate communications and marketing and everything adjacent to it, working with leadership and staff who are genuinely good at their jobs and genuinely appreciative of people who make it easier to do those jobs. We have a very clean office. We intend to keep it that way.

Key Responsibilities

• Maintain organized systems for records, files, contracts, and correspondence in accordance with firm policies
• Support the talent acquisition process including interview scheduling, candidate communications, and offer logistics
• Assist with payroll preparation, timesheet review, and coordination with the firm\'s payroll provider
• Coordinate with IT on equipment procurement, setup, and support for staff as needed
• Support the annual performance review cycle with administrative coordination and documentation

Qualifications

Required

• Demonstrated ability to create and maintain organized filing and documentation systems
• Reliable, punctual, and consistently professional in appearance and conduct
• Comfort working in a fast-paced environment with shifting priorities and occasional time pressure
• Comfortable managing vendor relationships, service contracts, and routine procurement

Preferred

• Prior experience with legal document management or compliance filings
• Familiarity with HR systems (Rippling, BambooHR, ADP, or equivalent)
• Experience supporting C-suite executives in a high-volume environment
• Familiarity with digital collaboration tools including Slack, Zoom, and Teams

INTERVIEW PROCESS

Candidates will complete a two-stage process: a 45-minute exploratory call followed by a comprehensive final interview including a skills demonstration. We do not require unpaid work samples. We do require genuine expertise. These are different things.

What Success Looks Like In Year One

• Support the successful onboarding of any new hires by managing the logistics and providing a welcoming first day
• Complete any required compliance, HR, or role-specific training before their respective deadlines
• Demonstrate consistent accuracy in financial and HR administrative tasks with no material errors
• Own at least one recurring corporate communications and marketing process end-to-end without requiring regular oversight
• Take ownership of the firm\'s physical environment by ensuring it is clean, functional, and professionally presented