Facility Coordinator [AQ-24427]

Aquent; Lone Tree (CO); Presencial; USD 42.000 - 68.000; Jornada completa

Descripción de la vacante

Aquent partners with a leading financial services organization to ensure smooth facilities operations and exceptional workplace experiences. The role focuses on coordinating onsite facilities, events, and vendor relationships to support productivity and employee satisfaction.

Key responsibilities include managing maintenance, space planning, MACs, and event logistics, with collaboration across internal teams and external partners.

Formación

• High school diploma or GED is required.
• 3+ years in customer service or administrative environment or 1+ year in Facility Management.
• Ability to interpret instructions, emails, and short correspondence.
• Proficient writing routine notes, updates, and status reports in work order systems.
• Professional phone etiquette and conflict-resolution skills.
• Able to stay composed and solve moderately complex problems under pressure.
• Willingness to learn from others and seek guidance to minimize risk.
• Basic proficiency with Microsoft Office Suite.

Responsabilidades

• Provide onsite support for facility coordination, event planning, and conferencing, especially during peak periods.
• Build strong relationships with internal teams, vendors, and service partners to ensure seamless operations.
• Monitor service requests, document updates, follow up with vendors, and resolve issues promptly.
• Coordinate maintenance, inspections, supply orders, and room resets across facilities.
• Assist with site access, badge coordination, scheduling, deliveries, and communications with teams.
• Handle vendor invoices, inspection records, work orders, and facility data management.
• Assist with MACs, furniture moves, reconfigurations, restacks, and ergonomic requests.
• Plan and manage event logistics including room setup, catering, signage, and janitorial services.
• Coordinate with AV/tech teams for conference room technology requirements.
• Manage visitor and vendor access, approvals, and insurance certificates.

Conocimientos

Customer service

Administrative support

Communication

Problem solving

Time management

Educación

High school diploma or GED

Herramientas

CMMS

CAFM

Project planning software

Microsoft Office

Descripción del empleo

Aquent is proud to partner with a prominent financial services organization dedicated to empowering individuals and institutions through innovative solutions and a steadfast commitment to excellence. This company cultivates a dynamic and supportive environment where every contribution plays a tangible role in creating seamless and efficient operations.

Are you a highly organized and proactive professional with a passion for creating exceptional workplace experiences? We are seeking a dynamic individual to step into a pivotal role, where you will be instrumental in ensuring our facilities run smoothly and our events are flawlessly executed. In this position, you won’t just be managing tasks; you’ll be the vital link that connects people, resources, and spaces, directly impacting the daily productivity and satisfaction of employees and guests. Your ability to anticipate needs, adeptly resolve challenges, and build strong relationships will be critical to fostering an engaging and efficient environment, especially during high-volume periods. This is an exciting opportunity to contribute directly to the operational excellence and vibrant culture of a leading organization, making a tangible difference every day.

What You’ll Do

• Provide essential onsite support for facility coordination, event planning, and conferencing activities, particularly during peak operational periods.
• Cultivate robust working relationships with internal teams, external vendors, and service partners to ensure seamless operations.
• Proactively monitor facility service requests, meticulously document updates, ensure timely follow-up with vendors, and expedite urgent or persistent issues to resolution.
• Coordinate a wide range of workplace services, including routine maintenance, repairs, inspections, supply orders, and room resets.
• Facilitate vendor operations by assisting with site access, badge coordination, scheduling, deliveries, and communication with affected teams.
• Support critical administrative functions such as vendor invoice processing, inspection record keeping, work order tracking, and facility data management.
• Assist with workspace verification, furniture reconfigurations, moves, adds, and changes (MACs), restacks, and ergonomic requests to optimize employee comfort and efficiency.
• Orchestrate facility requirements for diverse meetings and events held in conference rooms, presentation rooms, cafés, and outdoor areas.
• Manage comprehensive event logistics, including room scheduling, setup and resets, furniture layouts, catering arrangements, janitorial services, signage, deliveries, temperature adjustments, and other critical details.
• Conduct thorough pre-event space checks, provide dedicated day-of support, adeptly resolve any emerging issues, and confirm spaces are meticulously reset post-event.
• Collaborate closely with audiovisual and technology support teams to address all technical and conference room technology requirements.
• Coordinate visitor and vendor access, property approvals, and certificates of insurance as directed, ensuring compliance and security.
• Maintain accurate event schedules, planning checklists, status updates, and track follow-up items across all supporting teams.
• Effectively manage multiple priorities simultaneously and promptly elevate any safety concerns, scheduling conflicts, service gaps, or potential event risks.

Required Skills & Experience

• High school diploma or general education degree (GED) is required.
• Minimum of 3 years of related experience in a customer service or administrative environment, OR at least 1 year of dedicated Facility Management experience.
• Ability to comprehend and interpret instructions, short correspondence, and email inquiries effectively.
• Proficiency in writing routine correspondence, log-notes, and status updates within work order systems.
• Skilled in responding to common inquiries or complaints from co-workers or supervisors with an appropriate and professional tone.
• Demonstrated professional phone etiquette and the ability to ask insightful questions to gain understanding and facilitate conflict resolution.
• Awareness and ability to solve moderately complex problems and situations, maintaining composure and professionalism under pressure.
• Capacity to learn from the opinions and diverse perspectives of others before making recommendations that impact the company.
• Understands personal limitations and frequently seeks guidance on matters to minimize risk and validate decisions.
• Basic proficiency with Microsoft Office Suite.

Nice-to-Have Qualifications

• Willingness to learn and adapt to new systems, including Computerized Maintenance Management System (CMMS), Computer-Aided Facility Management (CAFM), and project planning software.
• Awareness of contracts and leases related to facility operations.
• Comfortable multi-tasking in a fast-paced environment and remaining calm under pressure.
• A results-oriented mindset with a clear understanding of expected outcomes.