Office & Facilities Coordinator

Cox Enterprises, Inc.; Irvine (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Cox Enterprises, Inc. in Irvine, CA is seeking an Office & Facilities Coordinator for a full-time, on-site role focused on facilities operations, workplace experience, and office coordination in the leased space.

You will be the primary on-site contact for staff and vendors, ensure timely issue resolution, maintain FF&E, and support space planning and events to keep the workplace productive and welcoming.

Qualifications

• Bachelor’s degree in related discipline or equivalent experience.
• Experience with Microsoft 365 and building management
• Experience in facilities operations, office coordination, workplace services, or property support
• Strong organizational skills and attention to detail in onsite environments
• Troubleshooting facilities, technology, and workplace issues
• Customer service mindset focused on employee experience and communication
• Ability to lift up to 25 lbs
• CPR certification preferred
• Bilingual (Spanish) preferred
• Experience in property management

Responsibilities

• Maintain a strong on-site presence to support employee experience and resolve facility issues.
• Lead routine inspections of company-occupied spaces.
• Coordinate with property management to address building system issues and minimize disruption.
• Oversee FF&E maintenance to keep a functional workplace.
• Manage breakroom operations and ensure amenities meet standards.
• Coordinate print room supplies and shared equipment; manage on-site guests.
• Oversee janitorial service delivery and vendor performance.
• Coordinate vendor onboarding, escorts and walkthroughs; support office moves and space planning.
• Assist with events setup and leadership visits.

Skills

Microsoft Office

Building management

Work order systems

Budgeting

Payment systems

Customer service

Education

Bachelor’s degree or equivalent

Tools

Work order systems

Job description

The Office & Facilities Coordinator is a full-time, onsite role responsible for facilities operations, workplace experience, and office coordination within the company’s leased office space at the Irvine, CA location.

This role serves as the primary onsite point of contact for internal stakeholders, vendors, and building management as it pertains to the company’s occupied premises only. The position ensures operational continuity, timely issue resolution, strong vendor management, and a positive employee experience through a highly visible onsite presence.

Core Responsibilities

Daily / High Frequency Responsibilities

• Maintain a strong on-site presence to proactively support employee experience, identify operational needs, and ensure timely resolution of facility-related issues and initiatives.
• Lead routine inspections of company-occupied spaces
• Coordinate with property management to address building system issues impacting leased spaces, ensuring timely resolution and minimal disruption to operations
• Oversee the lifecycle, maintenance, and performance of furniture, fixtures, and equipment (FF&E) to support a functional and well-maintained workplace environment
• Manage breakroom operations to ensure consistent availability, functionality, and quality of amenities that support employee experience
• Ensure availability and organization of workplace support resources, including print room supplies and shared equipment
• Manage janitorial service delivery, ensuring vendor performance aligns with company standards and contributes to a clean and well-maintained workplace

Weekly / As Needed Responsibilities

• Manage mechanical and electrical systems in conjunction with landlord to ensure proactive upkeep and compliance.

• Proactively communicate challenges to management with recommend solutions
• undefinedCoordinate vendor onboarding, escorts, and onsite walkthroughs Execute event setup, takedown, and operations Active member of the Cultural & Wellness Committee Coordinate employee and guest access badges as required for company areas Receive and coordinate delivery of FedEx/UPS and secure company shipments.Coordinate space planning initiatives within the leased footprint; arrange and facilitate office movesSchedule conference rooms and office needs for leadership visits and group meetings

Business Operations & Administrative Responsibilities

• Ensure effective operation of facility systems by managing work orders, coordinating vendors, overseeing invoicing processes, and supporting on-site guests at the officeundefined
• Manage capital and operating expense projects related to company space.
• Host quarterly business reviews with vendors to ensure contractual obligations are met

Qualifications

• Bachelor’s degree in related discipline and up to 2 years’ experience. The right candidate could also have a different combination, such as 4 years’ experience in a related field and no degree.
• Requires strong knowledge of Microsoft product suite, Building Management, Work order, budgeting and payment systems
• Experience in facilities operations, office coordination, workplace services, or property support
• Strong organizational skills and attention to details with the ability to manage multiple priorities in an onsite environment
• Ability to troubleshoot facilities, technology, and workplace issues
• Strong customer service mindset with a focus on employee experience and communication.
• Ability to use basic maintenance tools; Hammer, screwdriver, wrench.
• Ability to lift up to 25lbs
• Experience in hospitality, customer service
• Certification in CPR preferred
• Bilingual (Spanish) preferred
• Experience in property management

Work Arrangement

Full-time, onsite role (40 hours/week) This position is not eligible for remote or hybrid work due to operational requirements