Facilities Coordinator

Apera; San Jose (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Apera is seeking a proactive Facilities Coordinator to support the infrastructure team. The role acts as the connective tissue across hard and soft services, coordinating space, vendors, and daily operations on-site for a large multi-site campus.

You will support a Facilities Manager and coordinate with teams across finance, supply chain, and people operations, while prioritizing maintenance, space management, and executive session bookings.

Qualifications

• Hands-on facilities experience: repair & maintenance, janitorial services, utilities.
• Project-minded: proactively solves problems beyond ticketing.
• Experience with ServiceNow or Monday.com for workflow management.

Responsibilities

• Open and manage purchase orders with existing vendors.
• Manage and dispatch tickets via ServiceNow (triaging and flagging).
• Administer office space software: desk assignments and relocations.
• Coordinate VIP and executive conference room bookings.
• Liaise with vendors on utilities, logistics, payments, and paperwork.
• Identify root causes of recurring issues and implement longer-term fixes.

Skills

Facilities management

Project management

Vendor coordination

ServiceNow

Monday.com

Communication

Organization

Tools

ServiceNow

Monday.com

Job description

We're looking for a proactive, highly organised Facilities Coordinator to join the infrastructure team of a fast-growing advanced manufacturing/technology company. This role sits at the heart of the facilities function, acting as the "quarterback" for the administrative layer across both hard services (repair & maintenance) and soft services (food & beverage, workplace experience).

You'll support a Facilities Manager who oversees two senior leads: one running repair and maintenance operations (HVAC, electrical, plumbing, security) across a team of facility technicians, and one running soft services (food & beverage, desk and conference room management). You will not manage people directly, but you will be the connective tissue that keeps both functions running smoothly day to day.

Key Responsibilities

• Open and manage purchase orders with existing vendors
• Manage and dispatch tickets via ServiceNow (triaging and flagging, not resolving directly)
• Administer office space software: desk assignments, relocations, and new hire desk onboarding
• Coordinate VIP and executive conference room bookings
• Liaise with vendors on utilities, logistics, payments, and paperwork
• Identify and help implement longer-term fixes for recurring operational issues (e.g. resolving root causes of late vendor payments, rather than repeatedly raising POs as a workaround)
• Approximately 1 million square feet across 13-14 locations
• Includes two headquarters buildings, two manufacturing facilities, and an airport-based site among the most demanding locations
• Around 1,100 employees and contractors currently managed through the desk/space software
• Fully on-site, Monday to Friday, standard business hours (this is not a hybrid role)

What We're Looking For

• Background as a senior lead or junior/low-level manager (this role does not involve direct people management)
• Hands‑on facilities experience: repair and maintenance, janitorial services, utilities
• A project management mindset - someone who proactively solves problems rather than just processing tickets and requests
• Strong systems literacy: experience with ServiceNow, Monday.com, or similar platforms
• Ability to stay organised under pressure and manage high volumes of requests
• Excellent communication skills and comfort liaising with vendors across finance, supply chain, and people operations
• Contract position, with potential to convert to permanent after approximately 12 months