Facilities Coordinator

HireTalent - Staffing & Recruiting Firm; San Antonio (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

HireTalent - Staffing & Recruiting Firm in San Antonio, TX seeks a Facilities Coordinator to manage work orders, coordinate office moves, and serve as the primary administrative support for the Facilities department, communicating with site leadership, vendors, and property management to keep the workplace safe, functional, and efficient.

This role tracks requests from start to finish, maintains occupancy and space planning records, coordinates building services, and assists with conference room

Qualifications

• High school diploma or GED required.
• Minimum two years of experience in facilities coordination, office administration, or a related field.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Strong organizational and customer service orientation.

Responsibilities

• Serve as the primary contact for facility-related requests.
• Coordinate facility work with landlords, vendors, and service providers.
• Communicate project status, work order updates, and facility information to site leadership and internal customers.
• Coordinate office moves, workstation assignments, and space planning activities.
• Maintain occupancy records and space planning documentation.
• Track work orders from initiation through completion.
• Coordinate preventive maintenance schedules with vendors and service providers.
• Process invoices and ensure cost center coding.
• Maintain facility documentation, contracts, inspection records, and compliance files.
• Coordinate building services (janitorial, security, etc.).
• Assist with conference room setups, events, and facility-related projects.
• Build and maintain relationships with site leadership, vendors, contractors, and property management.
• Provide general administrative support for the Facilities department.

Skills

Organizational skills

Time management

Customer service

Written & verbal communication

Prioritization

Attention to detail

Relationship building

Problem solving

Education

High school diploma or GED

Tools

MS Office

Space planning software

Job description

The Facilities Coordinator is responsible for coordinating facility services to ensure a safe, functional, and efficient workplace. This role serves as the primary administrative support for the Facilities department by managing work orders, coordinating office moves, communicating with site leadership, vendors, and property management, and maintaining facility documentation.

This position does not perform maintenance or repair work. Instead, the Facilities Coordinator ensures that facility requests are communicated, assigned, tracked, and completed in a timely manner while providing exceptional customer service and support to internal stakeholders.

Primary Responsibilities

• Serve as the primary point of contact for facility-related requests from site leadership and associates.
• Coordinate facility work requests with landlords, vendors, and service providers.
• Communicate project status, work order updates, and facility-related information to site leadership and internal customers.
• Coordinate office moves, workstation assignments, and space planning activities.
• Maintain accurate occupancy records and space planning documentation.
• Track work orders from initiation through completion to ensure timely resolution.
• Coordinate preventive maintenance schedules with vendors and service providers.
• Process invoices and ensure accurate cost center coding.
• Maintain facility documentation, contracts, inspection records, and compliance files.
• Coordinate building services, including janitorial, vending, security, mail services, pest control, and landscaping.
• Assist with conference room setups, special events, and facility-related projects.
• Build and maintain positive working relationships with site leadership, vendors, contractors, and property management.
• Provide general administrative support for the Facilities department.
• Perform other duties as assigned.

Administrative & Purchasing Support

• Order office and facility supplies.
• Maintain inventory levels for office and janitorial supplies.
• Create and process purchase orders.
• Process invoices and reconcile vendor billing as needed.
• Coordinate deliveries and vendor scheduling.
• Maintain vendor contact information and service records.

Customer Service & Communication

• Build strong working relationships with site leadership and internal customers.
• Communicate project updates and work order status in a timely and professional manner.
• Coordinate vendor access and scheduling.
• Respond promptly to facility requests and questions.
• Ensure a high level of customer satisfaction throughout the request process.
• Escalate issues requiring management attention when appropriate.
• Serve as the liaison between site leadership, vendors, property management, and the Facilities Site Manager.

Qualifications:

Education & Experience

• High school diploma or GED required.
• Minimum of two years of experience in facilities coordination, office administration, customer service, or a related field.

Technical Skills

• Proficiency with Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Experience with space planning or facility management software is preferred

Core Competencies

• Excellent organizational and time management skills.
• Strong customer service orientation with exceptional interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and manage competing priorities in a fast-paced environment.
• Strong attention to detail with excellent follow-through.
• Self-motivated with the ability to work independently and as part of a team.
• Proven ability to build effective working relationships across all levels of the organization.
• Strong problem-solving and decision-making skills.

Physical Requirements

• Regular walking throughout the facility.
• Occasional standing, bending, and lifting of office supplies weighing up to 25 pounds.
• Ability to support office moves and event setup as needed.
• Regular and predictable attendance is an essential function of this position.