Facilities Coordinator

HKA Enterprises; Conshohocken (Montgomery County); On-site; USD 34,000 - 41,000; Full time

Job summary

HKA Enterprises seeks a reliable Facilities & Office Coordinator to keep our Conshohocken area office running smoothly day to day. This hands-on role covers maintenance, mailroom, IT basics, safety, and reception support in a fast-paced environment.

You will handle light maintenance, manage printers and supplies, coordinate with vendors, and ensure safe office operations while providing friendly visitor support and efficient admin help.

Qualifications

• Must be able to lift up to 60 lbs and perform in-person, M–F work.
• Proficiency with Microsoft Office Suite, Teams, and Outlook.

Responsibilities

• Handle light maintenance requests and coordinate with landlords/vendors.
• Inspect issues, attempt resolution, and track maintenance requests until resolved.
• Install monitors and docking stations; troubleshoot workstation and AV equipment.
• Receive and distribute mail and packages; manage shipments and labels.
• Stock and maintain kitchens; monitor supply levels and reconcile invoices.
• Refill printers and plotters; assist with printer/plotter issues and supplies.
• Manage badge access, visitor management, and daily headcount reporting.
• Provide reception backup; greet visitors and process vendor invoices.

Skills

Microsoft Office Suite

IT basics

Excel

PDFs

Calendar management

Tools

Teams

Outlook

Monitors & docking stations

Job description

We're looking for a reliable, hands-on Facilities & Office Coordinator to keep our office running smoothly day to day. This is a varied, fast-paced role, no two days are the same. You'll handle everything from light maintenance and mailroom operations to kitchen stocking, printer management, IT basics, and safety compliance. If you take pride in a well-run workplace and love solving problems on the fly, this role is for you.

Pay: $25-$30/hour

What You'll Do

Maintenance & Facilities

• Handle light maintenance requests (furniture repairs, minor plumbing, general fixes)
• Inspect issues, attempt resolution, and coordinate with landlord/vendors when needed
• Track and follow up on all open maintenance requests until resolved

Basic IT & Technology

• Install monitors and docking stations; troubleshoot workstation and AV equipment
• Replace cords and cables; direct employees to IT support resources as needed
• Order replacement IT desk items as required

Mailroom & Shipping

• Receive and distribute mail and packages (FedEx, UPS, USPS, Amazon)
• Weigh, package, and send outgoing shipments; create labels using FedEx account
• Coordinate package pickups with employees and secure deliveries until retrieved
• Stock and maintain kitchens daily; run dishwashers and keep areas clean
• Monitor supply levels and place orders; reconcile delivery tickets and invoices
• Coordinate coffee machine vendors and replace refrigerator filters as needed

Printers & Office Supplies

• Refill printers and plotters daily; manage toner and paper stock levels
• Serve as point of contact for printer/plotter issues and on-site technicians
• Assist employees with printer and plotter use; stock office supply cabinets

Safety, Security & Compliance

• Complete monthly safety tracking (fire extinguisher checks, HSE docs, inspections)
• Manage badge access, visitor management, and daily headcount reporting
• Upload sustainability data (invoices, utility consumption, shred/recycle) to tracking tools monthly

Reception & Office Support

• Provide reception desk backup coverage; greet and assist visitors professionally
• Process and verify vendor invoices; submit to AP with proper documentation
• Support office events, conference room setups, and general employee needs
• Communicate building and safety updates to staff via email and signage

What You Need

• Ability to lift up to 60 lbs, bend, carry, and climb a ladder when needed
• Reliable all-weather transportation — this is a fully in-person, M–F role
• Proficiency with Microsoft Office Suite, Teams, and Outlook (calendar management)
• Comfortable working with PDFs, Excel, and basic file management
• Familiarity with basic tools (drill, level, tape measure) for light maintenance
• Basic IT knowledge (monitor setup, docking stations, cable management)

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