National General Affairs Team 1 - Supervisor (Facility Maintenance)

Colonial Group; Irvine (CA); On-site; USD 68,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

401(k) with Generous Matching

Paid Vacation

Sick leave

Tuition Reimbursement

Discretionary Bonuses

Job summary

GLOVIS America Inc. in Irvine, CA seeks a Facilities & General Affairs Administrative Coordinator to support daily operations, purchasing, invoicing, vendor coordination and security access. The role handles asset tracking, office moves, and workplace projects across locations.

We require a Bachelor's degree and 7–11 years in facilities maintenance, with strong Excel, document systems, and vendor management skills. This on-site position offers comprehensive benefits and growth opportunities.

Qualifications

• Bachelor's degree is required.
• 7–11 years of facilities maintenance experience or related field.
• Knowledge of office and facilities administration practices.

Responsibilities

• Coordinate routine facility maintenance requests, work orders, repairs and vendor visits.
• Maintain facility issue logs and department records.
• Support office moves, furniture installations and conference room setups.
• Review invoices, process purchase orders and track payments.
• Assist with vendor onboarding and required documentation.
• Prepare status reports and track project timelines.
• Support budgeting, accruals and department reporting.

Skills

General office administration

Vendor coordination

Microsoft Excel

Written and verbal communication

Customer service

Attention to detail

Team coordination

Records management

Education

Bachelor's degree

Tools

SAP

SharePoint

Work order systems

Electronic document systems

Job description

About GLOVIS America Inc.

GLOVIS America, Inc. is a third-party logistics provider headquartered in Irvine, CA. Since our inception in 2002, we are committed to delivering our customer's products via truck, rail, or ocean vessel throughout the U.S., Canada, and Mexico. Glovis America makes every effort to exceed standards by providing quality service to our customers and vendors of the automotive, freight forwarding, parts distribution, used car, and fuel industries. We cater logistics strategies and processes to our customers' needs by utilizing the latest information systems and advanced technologies.

Summary

The Facilities & General Affairs Administrative Coordinator provides administrative and operational support for the company’s facilities and workplace functions. The position supports daily office operations, purchasing and invoice administration, vendor coordination, facility service requests, security and access administration, company assets, workplace projects, and departmental reporting. The role serves as a point of contact for routine facilities needs and helps ensure accurate documentation, timely follow-up, and efficient service delivery across assigned locations.

Compensation

$68,000-75,000 yearly salary range. (Subject to Compensation Study Upon Candidate Selection)

Responsibilities

• Coordinate routine facility maintenance requests, work orders, repairs, inspections, and vendor visits for assigned locations.
• Maintain facility issue logs, service trackers, department records, files, schedules, and supporting documentation.
• Support office moves, furniture installations, workstation changes, conference rooms, break areas, office equipment, signage, and workplace improvement activities.
• Conduct routine facility walks; document conditions, elevate issues, and track corrective actions through completion.
• Create purchase requests and support purchase order processing for facility, office, security, and workplace needs.
• Review invoices for accuracy, coding, approvals, and supporting documentation; track payment status and resolve routine discrepancies.
• Assist with vendor onboarding, including applications, tax forms, banking verification, certificates of insurance, quotations, and required approvals.
• Maintain purchasing, invoice, vendor, asset, facility, and project trackers and prepare routine status reports.
• Support monthly accruals, budget tracking, credit card reconciliation, and General Affairs account documentation as assigned.
• Assist with company vehicle records, registrations, maintenance scheduling, deliveries, transfers, and related documentation as assigned.
• Support office relocations, renovations, facility upgrades, events, and other General Affairs projects by tracking schedules, quotations, approvals, deliverables, and closeout documents.
• Prepare correspondence, presentations, meeting materials, checklists, and process documentation.

Skills

• Knowledge of general office and facilities administration practices, including records, schedules, supplies, and service coordination.
• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
• Ability to create and track purchase requests, invoices, vendor documents, and supporting records accurately.
• Strong organization, attention to detail, follow-through, and ability to manage competing priorities.
• Strong customer service and written and verbal communication skills.
• Ability to coordinate effectively with employees, vendors, landlords, property management, and internal departments.
• Ability to review documents, quotations, forms, and correspondence for accuracy and completeness.
• Experience with SAP, electronic document systems, work order systems, or similar business platforms.
• Basic understanding of access control, badges, keys, CCTV, visitor management, or other workplace security processes.

Benefits of working at GLOVIS America Inc.

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Health Care & Dependent Care Flexible Spending Accounts (FSA)
• Basic Life and AD&D as well as Short-Term & Long-Term Disability
• Paid Vacation, 14 Holidays, and Sick leave
• Hospital and Critical Illness Insurance
• Wellness Program and Gym Reimbursement*
• 401(k) with Generous Matching
• Referral Bonuses*
• Auto Allowance*
• Quarterly Employee Lunches, Summer Refreshments, and Monthly Team Building Activities*
• Discretionary Bonuses*
• Tuition Reimbursement*

All benefits pursuant to Company policy

Education & Experience

• Bachelors Required
• 7-11 years experience in facilities maintenance experience

Glovis America, Inc. adheres to the equal employment opportunity guidelines set forth by federal, state, and local laws. The information requested on this form is sought in good faith and will not be used to discriminate against the applicant based on race, religion or creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic characteristics, marital status, sex or gender (which includes pregnancy, childbirth, or related circumstances), gender identity, gender expression, age, citizenship, sexual orientation, family care or medical leave status, military and veteran status, political affiliation, or any other characteristic protected by federal, state and local laws.

Physical Requirements

• Ability to sit in front of a desk and/or in front of the computer for long periods
• Must operate desktop, computers, laptop, printer, scanners, shredders, etc.
• Constant use of hand/grasping product, writing, and typing
• Sit for 5+ hours per day
• Stand, walk, bend, stoop, reach over shoulder, kneel, push, pull 1-3 hours per day

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Working and Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment with low-level noise exposure
• This position is located in the Irvine, CA office

The above statements are intended to describe the general nature of work performed by employees assigned to this position. They are not intended to be a complete list of all job duties performed by persons in the position. Glovis America reserves the right to revise or amend duties at any time as the needs of the company and requirements of the job change.