Office & Facilities Coordinator – Onsite Ops & Visitor Support

Pocketbook Agency; Albuquerque (NM); On-site; USD 42,000 - 66,000; Full time

Job summary

An Administrative & Facilities Coordinator is needed to support Albuquerque office operations for a fast-growing defense technology company. You will manage office administration, coordinate facilities activities, assist visitors and new hires, and ensure a safe, organized workplace.

You will work with site leadership, engineering, operations, and safety teams; handle calendar coordination, meeting logistics, vendor coordination, and onboarding logistics for new hires while serving as a friendly

Qualifications

• 2+ years in office administration or facilities coordination.
• Experience supporting a regulated, secure environment is a plus.
• Strong organizational skills and attention to detail.
• Professional communication with employees, vendors, and visitors.

Responsibilities

• Manage day-to-day office operations, including ordering supplies, coordinating mail and shipping/receiving, and maintaining organized common areas.
• Monitor office inventory and replenish supplies.
• Provide administrative support to site leadership, including calendar coordination and scheduling assistance.
• Assist with meeting preparation, conference room scheduling, and office logistics.
• Coordinate facility maintenance requests and schedule vendors, contractors, and service providers.
• Support ongoing facility upkeep by tracking maintenance needs and ensuring timely resolution of operational issues.
• Assist with light facilities tasks, including meeting setup, organizing supplies, and maintaining workplace readiness.
• Track and reorder operational supplies and PPE in partnership with safety team.
• Coordinate visitor logistics, including guest registration, badges, conference room scheduling, and onsite hospitality.
• Help facilitate visits from customers, government agencies, auditors, and external partners.
• Support onboarding logistics for new hires, including workspace setup, equipment coordination, and first-day preparation.
• Serve as welcoming first point of contact for employees, visitors, and vendors.
• Maintain organized facility documentation, including visitor records, maintenance logs, safety documentation, and operational files.
• Assist with administrative processes that support the site's safety and compliance programs.
• Promptly communicate facility concerns or operational issues to the appropriate internal teams.

Skills

Office administration

Facilities coordination

Communication skills

Microsoft Office

Google Workspace

Customer service

Tools

Microsoft Office

Google Workspace

Job description

An Administrative & Facilities Coordinator is needed to support Albuquerque office operations for a fast-growing defense technology company. You will manage office administration, coordinate facilities activities, assist visitors and new hires, and ensure a safe, organized workplace.

You will work with site leadership, engineering, operations, and safety teams; handle calendar coordination, meeting logistics, vendor coordination, and onboarding logistics for new hires while serving as a friendly