Office & Facilities Coordinator

Cox Enterprises; Irvine (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

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

You will be the primary on-site contact for employees, vendors, and building management, driving timely issue resolution, vendor management, and a positive employee experience through a visible presence.

Qualifications

• Bachelor’s degree in related discipline or 4 years of related experience.
• 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 with ability to manage multiple priorities onsite.
• Ability to troubleshoot facilities, technology, and workplace issues.
• Customer service mindset focused on employee experience and communication.
• Ability to use basic maintenance tools; Hammer, screwdriver, wrench.
• Ability to lift up to 25lbs.
• Experience in hospitality or customer service.
• CPR certification 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 in leased spaces.
• Oversee the lifecycle, maintenance, and performance of FF&E to support a functional workplace.
• Manage breakroom operations and amenities.
• Ensure availability of workplace support resources, including print room supplies and shared equipment.
• Manage janitorial service delivery to ensure clean facilities.
• Coordinate vendor onboarding, escorts, and onsite walkthroughs.
• Execute event setup, takedown, and operations; space planning; office moves; leadership visits.

Skills

Facilities operations

Office coordination

Vendor management

Customer service

MS Office / Microsoft Suite

Building management knowledge

Education

Bachelor’s degree or 4 years related experience

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

Required 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

• 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