Facilities Coordinator

Phyton Talent Advisors; Dallas (TX); On-site; USD 48,000 - 72,000; Full time

Job summary

Phyton Talent Advisors is seeking a highly organized Facilities & Office Operations Coordinator to support the day-to-day operations of a corporate office in a leading financial services organization.

The role focuses on maintaining an efficient, professional workplace while coordinating facilities services, vendor relationships, and administrative activities in a fast-paced environment.

Qualifications

• 2+ years of experience in facilities coordination, office administration, hospitality, logistics, or a similar corporate support role.
• 1+ years of customer service experience.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint).
• Strong organizational skills with the ability to prioritize and manage multiple responsibilities.
• Excellent interpersonal and communication skills.
• Ability to work independently, exercise sound judgment, and proactively resolve issues.

Responsibilities

• Support daily facilities operations, including office maintenance, equipment, furniture, telecommunications, and building systems.
• Coordinate with external vendors and service providers to ensure timely completion of maintenance and facilities requests.
• Maintain vendor records, certificates of insurance, maintenance schedules, and related documentation.
• Assist with purchase order processing, invoice tracking, and obtaining necessary approvals.
• Support vendor onboarding, compliance documentation, and risk assessment processes.
• Monitor and respond to facilities service requests through internal ticketing systems and shared inboxes.
• Assist with office seating arrangements, space planning, and occupancy coordination.
• Provide reception coverage and general administrative support as needed.
• Serve as a point of contact for employees, management, and external vendors regarding workplace-related needs.
• Identify and help resolve day-to-day office and facilities issues to ensure smooth operations.

Skills

Customer service

Organization

Communication

MS Office

Tools

Outlook

Excel

Word

PowerPoint

SharePoint

Job description

We are seeking a highly organized, proactive Facilities & Office Operations Coordinator to support the day-to-day operations of a corporate office within a leading financial services organization. This individual will play an important role in maintaining an efficient, professional, and welcoming workplace while coordinating facilities services, vendor relationships, and administrative activities. The ideal candidate brings a strong customer service mindset, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Experience in corporate facilities, office administration, or hospitality is highly valued.

Key Responsibilities

• Support daily facilities operations, including office maintenance, equipment, furniture, telecommunications, and building systems.
• Coordinate with external vendors and service providers to ensure timely completion of maintenance and facilities requests.
• Maintain vendor records, certificates of insurance, maintenance schedules, and related documentation.
• Assist with purchase order processing, invoice tracking, and obtaining necessary approvals.
• Support vendor onboarding, compliance documentation, and risk assessment processes.
• Monitor and respond to facilities service requests through internal ticketing systems and shared inboxes.
• Assist with office seating arrangements, space planning, and occupancy coordination.
• Provide reception coverage and general administrative support as needed.
• Serve as a point of contact for employees, management, and external vendors regarding workplace-related needs.
• Identify and help resolve day-to-day office and facilities issues to ensure smooth operations.

Required Qualifications

• 2+ years of experience in facilities coordination, office administration, hospitality, logistics, or a similar corporate support role.
• 1+ years of customer service experience.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
• Strong organizational skills with the ability to prioritize and manage multiple responsibilities.
• Excellent interpersonal and communication skills.
• Ability to work independently, exercise sound judgment, and proactively resolve issues.
• Comfortable interacting with employees, senior management, and external vendors.

Preferred Qualifications

• Experience in financial services, banking, or a corporate office environment.
• Background in hospitality, particularly hotel operations or guest services.
• Familiarity with purchase orders, invoice processing, and vendor management.
• Experience using SharePoint or facilities management systems.