Facilities Coordinator

Constellation; West Virginia; On-site; USD 42,000 - 64,000; Full time

Job summary

Constellation is seeking a dependable Site Ops Coordinator to manage inventory, purchasing, and day-to-day facilities support in a dynamic space that blends office, research, and community functions.

The role involves coordinating with the Site Operations Lead, maintaining records, and ensuring smooth operations across multiple teams while occasionally onsite during evenings or weekends for events or urgent issues.

Qualifications

• Experience in a workplace operations or related role.
• Direct experience managing inventory and/or purchasing processes.
• Strong organizational skills for handling a high volume of tasks.
• Clear written and verbal communication.
• Service mindset focused on user and staff experience.

Responsibilities

• Own inventory management for supplies, furniture, and equipment; track stock and usage.
• Manage the purchasing process: research vendors, compare quotes, place orders.
• Maintain accurate inventory records and flag discrepancies.
• Be the first point of contact for facilities requests and resolve issues or escalate with context.

Skills

Inventory management

Purchasing

Organizational skills

Communication

Slack & task tools

Tools

Asana

Job description

About the role

We're looking for a dependable, detail-oriented Site Ops Coordinator to help keep our space running at a high standard. You'll work closely with our Site Operations Lead, owning inventory management, tracking, and purchasing across facilities, furniture, and hardware - while also supporting the broader day-to-day operations of a building that's part office, part research hub, part community anchor. This isn't a back-office role; you'll be a visible, trusted presence in a space where people spend long hours doing demanding work.

This is a great fit for someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career in a place where the work genuinely matters.

Outside of the core work hours (M-F 8:30 AM-5:00 PM), this role may also require being onsite some evenings and weekends for events or urgent issues.

Key responsibilities

Inventory & Purchasing Support

• Own inventory management for supplies, furniture, and equipment - tracking stock levels, and usage
• Own the purchasing process: research vendors, compare quotes, place orders for supplies, furniture, and equipment
• Maintain accurate, up-to-date inventory records
• Flag discrepancies, overages, or supply-chain issues before they become problems

Day-to-Day Facilities Support

• Serve as first point of contact for facilities requests, resolving what you can directly and escalating with context when needed
• Troubleshoot and elevate issues with vendors, building management, or equipment
• Support coordination with the porter team on restocking, tidying, and common area upkeep
• Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in
• Assist with setup and logistics for research events, workshops, and community gatherings
• Conduct routine space readiness checks across floors - flagging issues and keeping things in good shape for the researchers and teams who rely on them daily

Team Collaboration

• Work closely with the Site Operations Lead and broader operations team
• Track tasks and facilities requests to ensure nothing falls through the cracks in a high-volume environment
• Help document processes and recurring tasks, especially around inventory and purchasing workflows

Skills & experience

• Experience in a workplace coordinator, workplace associate, or similar hands-on operations role
• Direct experience managing inventory and/or purchasing processes - even informally
• Strong organizational skills and ability to manage a high volume of tasks and requests
• Comfortable working in a fast-moving, dynamic environment
• Clear written and verbal communication
• A service mindset; you care about giving users and staff a great experience
• Proficiency with Slack and task management tools; experience with Asana or similar a plus
• Comfort working both independently and as part of a small, collaborative team

You might be a good fit if you:

• Take pride in spaces that feel genuinely well cared for - not just functional, but good to be in
• Enjoy being a reliable presence in a community of people doing important, demanding work
• Like variety and can juggle competing priorities without dropping the ball
• Are hands-on and happy to roll up your sleeves
• Care about AI safety and want your day-to-day work to support it, even if you're not a researcher yourself