Torchora
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Key Responsibilities and Required Skills for Facilities Coordinator

💰 $55,000 - $75,000

OperationsFacilities ManagementAdministration

🎯 Role Definition

As a Facilities Coordinator, you are the central hub of our workplace, the go-to person who ensures our office runs like a well-oiled machine. You will be instrumental in creating and maintaining an exceptional work environment that is not only functional and safe but also vibrant and welcoming. This role requires a blend of hands-on problem-solving, strategic planning, and top-tier customer service. You'll be empowered to take ownership of our physical space, manage key vendor relationships, and directly contribute to our company culture and employee satisfaction. If you thrive in a dynamic setting and have a passion for creating order and improving daily work life, this is the perfect opportunity to make a tangible impact.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Administrator / Manager
  • Administrative Assistant
  • Hospitality Coordinator
  • Executive Assistant

Advancement To:

  • Facilities Manager
  • Workplace Experience Manager
  • Senior Facilities Coordinator
  • Operations Manager

Lateral Moves:

  • Project Coordinator
  • Procurement Specialist
  • Real Estate Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for all facilities-related inquiries, service requests, and emergencies, ensuring timely and effective resolution through a ticketing system or direct communication.
  • Manage and cultivate relationships with external vendors, including janitorial, maintenance, security, and catering, by negotiating contracts, monitoring performance, and ensuring service level agreements are consistently met.
  • Coordinate and oversee all preventive and reactive maintenance for office equipment, HVAC, plumbing, and electrical systems to minimize operational downtime and ensure a comfortable environment.
  • Conduct regular and thorough facility inspections and walk-throughs to proactively identify maintenance needs, potential safety hazards, and opportunities for workplace improvement.
  • Ensure strict compliance with all local, state, and federal health, safety, and environmental regulations (e.g., OSHA, ADA, fire codes), and take a leading role in the office safety committee.
  • Manage the complete lifecycle of office supplies, kitchen stock, and first-aid materials, including monitoring inventory levels, handling procurement, and tracking expenses against the budget.
  • Coordinate all aspects of internal office moves, adds, and changes (MAC), including space planning, furniture reconfiguration, and seamless departmental relocations.
  • Oversee mailroom and shipping/receiving operations, guaranteeing the efficient and secure distribution of all incoming and outgoing mail and packages.
  • Administer the company's physical access control and security systems, which includes issuing and deactivating employee badges and collaborating with our security provider.
  • Act as the key liaison with building management, effectively communicating building-wide notices to staff and coordinating any landlord-provided services or maintenance.
  • Manage the facilities helpdesk or ticketing system (e.g., Jira, ServiceNow), expertly prioritizing requests and providing clear, consistent communication to stakeholders on status updates.
  • Assist in the development and management of the annual facilities operating budget, meticulously tracking expenses and invoices, and identifying potential cost-saving opportunities.
  • Plan and execute internal office events, meetings, and town halls, managing everything from room setup and AV equipment coordination to catering arrangements.
  • Maintain and update all critical facility-related documentation, including floor plans, emergency evacuation procedures, asset logs, and vendor contact lists.
  • Support the new hire onboarding process by preparing workstations, issuing access cards, and providing a comprehensive orientation to office facilities, safety protocols, and procedures.

Secondary Functions

  • Champion and implement workplace sustainability initiatives, such as comprehensive recycling programs, waste reduction, and energy conservation efforts.
  • Respond to after-hours facility emergencies as part of a rotating on-call schedule, coordinating with vendors and internal teams to resolve issues promptly.
  • Coordinate ergonomic assessments for employees and facilitate the procurement of necessary equipment to ensure a comfortable and safe working environment.
  • Generate and present regular reports on key facilities metrics, including work order completion rates, budget performance, and space utilization trends.
  • Support the planning and execution of small-scale office renovation or improvement projects under the guidance of the Facilities Manager.

Required Skills & Competencies

Hard Skills (Technical)

  • Vendor Management: Experience sourcing, negotiating with, and managing third-party service providers.
  • Budgeting & Expense Tracking: Proficiency in monitoring budgets, processing invoices, and identifying cost efficiencies.
  • CMMS/Ticketing Systems: Familiarity with Computerized Maintenance Management Systems or helpdesk software like Jira, ServiceNow, or Corrigo.
  • MS Office/Google Workspace: Strong skills in Excel/Sheets for tracking, and Word/Docs & PowerPoint/Slides for communications and reporting.
  • Health & Safety Compliance: Working knowledge of OSHA, ADA, and local fire code regulations.
  • Contract Negotiation: Basic understanding of contract terms and service level agreements (SLAs).
  • Project Coordination: Ability to manage small projects, timelines, and deliverables effectively.
  • Space Planning: Basic knowledge of space planning concepts and tools for managing office layouts.

Soft Skills

  • Exceptional Communication: Clear, professional, and empathetic communication skills, both written and verbal.
  • Proactive Problem-Solving: The ability to anticipate issues and implement solutions before they become problems.
  • Superior Organization & Time Management: Meticulous attention to detail and the ability to prioritize and handle multiple tasks simultaneously in a fast-paced environment.
  • Customer Service Mindset: A genuine desire to help others and create a positive employee experience.
  • Adaptability & Composure: The capacity to remain calm and effective when faced with unexpected challenges or emergencies.
  • Interpersonal Skills: Builds strong professional relationships with employees, management, and vendors.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. An Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Business Administration
  • Facilities Management
  • Hospitality Management
  • Project Management

Experience Requirements

Typical Experience Range:

  • 2-5 years of relevant experience in a facilities, office management, or administrative role.

Preferred:

  • Experience in a fast-paced corporate, tech, or startup environment is highly desirable. Professional certification (e.g., FMP, CFM) is a significant advantage.
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