Office & Facilities Coordinator

Cox; Irvine (CA); On-site; USD 44,000 - 66,000; Full time

Benefits offered by this job

Paid time off and holidays

Bereavement leave

Job summary

Cox in Irvine, CA is seeking an Office & Facilities Coordinator for a full-time, onsite role focused on facilities operations, workplace experience, and office coordination within our leased office space. You will be the primary onsite contact for internal stakeholders, vendors, and building management to ensure smooth operations and a positive employee experience.

Responsibilities include leading inspections, coordinating with property management, maintaining FF&E, managing breakroom and shared

Qualifications

• Bachelor's degree in related discipline with up to 2 years' experience, or 4 years in related field without degree.
• Strong knowledge of Microsoft product suite, Building Management, work orders, budgeting and payment systems.
• Experience in facilities operations, office coordination, workplace services, or property support.
• Strong organizational skills with ability to manage multiple onsite priorities.
• Ability to troubleshoot facilities, technology, and workplace issues.

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 with minimal disruption.
• Oversee lifecycle and maintenance of FF&E to keep a functional workplace.
• Manage breakroom operations and ensure amenities are available.
• Coordinate space planning within the leased footprint and office moves.
• Schedule conference rooms and leadership visits.
• Manage work orders, vendors, invoicing, and on-site guest support.
• Host quarterly business reviews with vendors to ensure contractual obligations are met.

Skills

Customer service mindset

Strong organizational skills

Onsite operations

Ability to lift up to 25lbs

Education

Bachelor’s degree or related field

Tools

Microsoft Suite

Work order system

Budgeting / payment systems

Facility management software

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

USD 32.07 - 48.13 per hour

Compensation:

Hourly pay rate is in the range of $32.07 - $48.13/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.

Benefits:

• Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.

Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.