Facilities Coordinator

OneStream Software; Rochester (MI); Hybrid; USD 50,000 - 65,000; Full time

Job summary

An innovative firm is seeking a proactive Facilities Coordinator to enhance office operations and improve employee experiences. This role involves managing vendor relationships, overseeing procurement processes, and ensuring compliance with safety regulations. The ideal candidate will thrive in a dynamic environment, possess strong project management skills, and demonstrate a commitment to service excellence. Join a team that values transparency, customer success, and professional development, while contributing to a culture of camaraderie and collaboration.

Benefits

Medical Plan

Dental Insurance

Vision Insurance

Life Insurance

Short & Long Term Disability

Vacation Time

Paid Holidays

Professional Development

Retirement Plan

Qualifications

• Experience managing multiple office locations and vendor relationships.
• Strong knowledge of facilities systems and operations.
• Ability to lift up to 50 pounds.

Responsibilities

• Manage vendor agreements and procurement cycles for office operations.
• Oversee construction budgets and provide financial reporting.
• Coordinate office relocations and manage compliance with safety regulations.

Skills

Vendor Management

Project Management

Communication Skills

Customer Service

Organizational Skills

Education

4-6 years of experience as a Facilities Coordinator

Proficiency in project management systems

Experience with procurement systems

Tools

Microsoft Project

ServiceNow

IWMS

CMMS

Brivo

Job description

Description

Facilities Coordinator

Location: Hybrid, Rochester, MI
Employment Type: Full-Time
Compensation: $50,000.00 - $65,000.00 (Range applies to US candidates only) + Benefits/Variable Comp/Equity - Range may vary based on experience.Benefits Offered: Vision, Medical, Life, Dental, 401K

Summary

The Facilities Coordinator is a values-driven and highly motivated professional dedicated to delivering an exceptional experience for employees and guests. This role is responsible for overseeing office operations in a fast-paced environment while maintaining the highest standards of excellence.

Partnering closely with the Director of Facilities, Facilities Operations Manager, and Workplace Experience & Facilities Manager, the Facilities Coordinator provides essential administrative support while also taking initiative in managing vendors, procurement administration, security access systems, and building maintenance. This position requires a proactive individual who is comfortable giving direction to vendors and stakeholders, taking ownership of projects to improve processes, and developing a deep understanding of industry best practices and project objectives.

Primary Duties and Responsibilities

• Serve as the Procurement SME, managing vendor agreements, onboarding, purchase orders, and legal document requests through the full procurement cycle.


• Oversee global vendor relationships, collaborating with procurement, accounts payable, finance, legal, and office managers.


• Track and report on vendor onboarding, procurement activities, and budgetary requests, ensuring financial accuracy and compliance.


• Manage and monitor construction budgets up to $2M, providing weekly reporting and partnering with Facilities leadership on project execution.


• Lead data entry, project tracking, and financial reporting for facility maintenance, renovations, and office relocations.


• Oversee work orders, RFPs, RFIs, and bid packages, ensuring proper documentation and vendor performance evaluations.


• Administer and maintain global security access systems, coordinating with the Security Information team.


• Respond to and manage global facility inquiries, maintenance requests, and emergency incidents 24/7.


• Coordinate office decommissions, relocations, and furniture/equipment transfers.


• Manage compliance checklists, risk assessments, and adherence to facility policies, safety regulations, and sustainability initiatives.


• Plan and facilitate wellness, safety, and emergency preparedness initiatives, including fire drills, CPR/AED training, and security compliance.


• Provide office support, including vendor site visits, front desk coverage, and workplace experience enhancements.


• Lead training and adoption of Workplace Service Delivery systems and other facility management software.


• Support various ad hoc projects related to office operations, process improvements, and workplace experience initiatives.


• Experience with Brivo or similar access control software, including reporting and hardware installations.


• Proficiency in managing visitor management systems and vendor service portals.


• Experience with Eagle Eye or other video surveillance software, including reporting.


• Strong understanding of physical security best practices.

Required Education and Experience

• 4-6 years of experience as a Facilities Coordinator, managing multiple office locations.


• Proven experience working with external vendors, senior executives, and key stakeholders.


• Proficiency in project management systems such as KeyedIn, Microsoft Project, or similar.


• Experience with procurement and invoicing systems like Coupa or equivalent.


• Strong knowledge of facilities systems, operations, and reporting.


• Proficiency in ServiceNow Workplace Service Delivery or similar platforms.


• Experience using IWMS (Integrated Workplace Management System) or CMMS (Computerized Maintenance Management System).


• Skilled in Microsoft Office Suite (Outlook, Word, PowerPoint), with expertise in Excel, SharePoint, Teams, and Microsoft Project.


• Ability to lift up to 50 pounds.

Knowledge, Skills, and Abilities

• Positive attitude with a 'can-do' spirit.


• Strong customer service and hospitality mindset.


• Excellent interpersonal and communication skills; able to engage with all levels of management.


• Detail-oriented with strong organizational and planning abilities.


• Ability to multitask and prioritize effectively in a fast-paced environment.


• Adaptable and flexible in a high-growth, dynamic setting.


• Remains calm and organized under pressure.


• Proactive with a strong sense of ownership and decision-making ability.


• Excellent listening and communication skills.


• Legally authorized to work in the country where this position is located without sponsorship.

Travel

• Ability to travel quarterly as required for the role.

Who We Are
OneStream is how today's Finance teams can go beyond just reporting on the past and Take Finance Further by steering the business to the future. It's the only enterprise finance platform that unifies financial and operational data, embeds AI for better decisions and productivity, and empowers the CFO to become a critical driver of business strategy and execution. Our vision is to be the operating system for modern finance, digitizing core financial functions and empowering the CFO to become a critical driver of business strategy. To learn more visit www.onestream.com.

Why Join The OneStream Team

• Transparency around corporate structure, salary, and benefits


• Core value of customer success


• Variety of project work (not industry-specific)


• Strong culture and camaraderie


• Multiple training opportunities

Benefits at OneStream
OneStream employees are passionate, hardworking individuals who go above and beyond to keep our customers happy and follow through on our mission statement. They consistently deliver the best and in turn, we make every effort to keep them cared for and happy. A sample of the benefits we provide are:

• Excellent Medical Plan


• Dental & Vision Insurance


• Life Insurance


• Short & Long Term Disability


• Vacation Time


• Paid Holidays


• Professional Development


• Retirement Plan

All candidates must be legally authorized to work for any company in the country where this position is located without sponsorship.

OneStream is an Equal Opportunity Employer.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.