Facility Coordinator

DCS Corporation; California (MD); On-site; USD 52,000 - 75,000; Full time

Job summary

DCS Corporation is seeking a detail-oriented Facilities/Corporate Services Administrator to support front office operations and vendor coordination at our Maryland facilities. You will handle calls, visitors, access control, document management, and general administrative duties to keep offices running smoothly.

The role emphasizes proactive maintenance coordination, safety compliance, and strong communication with internal teams and external contractors.

Qualifications

• U.S. Citizenship is required.
• High School Diploma with 7 years of experience.
• Proficient with Microsoft Office, SharePoint and Deltek.
• Excellent verbal and written communication skills.
• Ability to lift up to 40 lb and perform physical tasks as needed.
• Strong organizational, multitasking and problem-solving abilities.

Responsibilities

• Answer and route incoming calls to the appropriate staff.
• Screen visitors and vendors and coordinate escort into the facility.
• Distribute and track access badges per protocols and maintain logs.
• Open and close the front office and keep reception area clean and orderly.
• Maintain facility systems and perform preventive maintenance coordination.
• Coordinate with internal teams and external vendors for building operations.
• Serve as liaison between staff and contractors for facility-related issues.
• Create and maintain digital filing via SharePoint across locations.
• Audit access-control documents and ensure accuracy of logs and vendor lists.
• Update space allotment information and coordinate quarterly reviews with Finance.
• Provide admin support to Director of Corporate Services (documents, scheduling, travel).
• Draft internal communications and assist in planning meetings and corporate events.
• Maintain office policies related to travel, card use, safety, and risk.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Problem solving

Time management

Shipping & receiving knowledge

Education

High School Diploma

Tools

Microsoft Office Suite

SharePoint

Deltek

Job description

Essential Job Functions:

Answer all incoming phone calls and route them to the appropriate person.

Screen all Southern Maryland visitors and vendors per DCS guidelines and notify the appropriate person to escort guests inside the facility.

Distribute access badges and maintain a record of visitors following badging and access protocols and tracking compliance across DCS facilities.

Open and close the front office and ensure reception area is always clean and tidy.

Ensure all facility systems and supporting equipment are fully operational through regular inspections and preventive maintenance of mechanical, electrical, plumbing, and HVAC systems.

Monitor and maintain building functions, resolving issues promptly in coordination with internal teams and external vendors.

Act as a central point of contact for vendors and internal DCS clients regarding Corporate Services functions.

Develop and maintain an organized digital filing system via the SharePoint Portal for all DCS office locations.

Create, maintain and audit internal access control inventory for all DCS facilities. Coordinate with facility point of contacts to verify access control documents (vendor lists, key logs, visitor logs) are uploaded and remain accurate.

Track and maintain documentation on company-wide facility assets.

Update space allotment across all facilities and partner with Finance team for a quarterly review.

Provide administrative support to the Director of Corporate Services, including document preparation, file organization, scheduling meetings, labeling, and other duties as assigned.

Support planning and coordination of internal meetings, training, vendor communications, and corporate events.

Draft and distribute internal communications, including emails, memos, letters, forms, and announcements.

Develop and implement preventive maintenance schedules for all buildings and equipment.

Serve as the primary liaison between DCS staff and external contractors to address and resolve specialized facility-related concerns.

Update and distribute space allotment information through SharePoint to DCS Finance.

Conduct regular inspections to identify OSHA violations and safety hazards; coordinate corrective actions with the DCS Safety Officer and provide training using the DCS training system.

Maintain a safe, clean, and OSHA-compliant environment across all physical spaces.

Administer fire safety, health, and security protocols.

Support and participate in emergency preparedness planning and response initiatives.

Receive, manage, and process work order requests, ensuring timely resolution.

Maintain strong working relationships with vendors and service providers; coordinate repairs and services as needed.

Pick up, sort, and distribute mail from the post office; manage FedEx/UPS deliveries and notify recipients of package arrivals.

Track inventory levels for supplies and equipment; reorder as necessary to ensure uninterrupted operations.

Support planning and coordination of Conference Room schedules. Set up Conference Room for large meetings.

Assist in the preparation of the weekly Corporate Services report by consolidating meeting notes and drafting content for leadership review.

Maintain and update office policies and procedures related to travel, credit card use, safety, and risk.

Manage office supply inventory and research potential new suppliers and cost-saving opportunities.

Maintain and communicate with the designated Facility Points of Contact across DCS offices.

Perform other duties as assigned in support of the Corporate Services department.

Required Skills:

Due to the sensitivity of customer related requirements, U.S. Citizenship is required.

A High School Diploma plus 7 years of experience.

Familiarity with basic office procedures and equipment including, but not limited to copiers, fax machine, printers, and postage machine.

Coordination with property owner to coordinate facilities issues that is covered by the lease agreement, as well as the ability to understand building plans and lease agreements.

Excellent verbal and written communication skills.

High level of PC proficiency working with Microsoft Office Suite and other related software products such as SharePoint and Deltek.

Must possess a high level of interpersonal, training skills and communications skills and be willing to be a team player.

Must have strong problem-solving skills, ability to stay organized, play close attention to detail, and have the ability to prioritize work, work well under pressure and deliver within required deadlines, often in a fast-paced work environment.

Experience with handling and shipping knowledge.

Must be able to bend, lift (40lb at a time), stretch, climb, and crawl to maintain and inspect equipment and building systems. Position requires prolonged periods of standing and walking throughout facilities, climbing and working on a ladder to conduct maintenance operations.

Must be able to perform work in a variety of weather conditions.

Desired Skills:

DOD clearance a plus.