Facilities Coordinator

Talascend is currently seeking a Facilities Coordinator for a contract opportunity with our client in San Antonio, Texas.

Overview

The Facilities Coordinator is responsible for coordinating facility services to ensure a safe, functional, and efficient workplace. This role manages work orders, coordinates office moves, communicates with site leadership, vendors, and property management, and maintains facility documentation, supporting a smooth facility operation.

Responsibilities

• Serve as the primary point of contact for facility-related requests from site leadership and associates.
• Coordinate facility work requests with landlords, vendors, and service providers.
• Communicate project status, work order updates, and facility-related information to site leadership and internal customers.
• Coordinate office moves, workstation assignments, and space planning activities.
• Maintain accurate occupancy records and space planning documentation.
• Track work orders from initiation through completion to ensure timely resolution.
• Coordinate preventive maintenance schedules with vendors and service providers.
• Process invoices and ensure accurate cost center coding.
• Maintain facility documentation, contracts, inspection records, and compliance files.
• Coordinate building services, including janitorial, vending, security, mail services, pest control, and landscaping.
• Assist with conference room setups, special events, and facility-related projects.
• Build and maintain positive working relationships with site leadership, vendors, contractors, and property management.
• Provide general administrative support for the facilities department.
• Order office and facility supplies.
• Maintain inventory levels for office and janitorial supplies.
• Create and process purchase orders.
• Process invoices and reconcile vendor billing as needed.
• Coordinate deliveries and vendor scheduling.
• Maintain vendor contact information and service records.
• Build strong working relationships with site leadership and internal customers.
• Communicate project updates and work order status in a timely and professional manner.
• Coordinate vendor access and scheduling.
• Respond promptly to facility requests and questions.
• Ensure a high level of customer satisfaction throughout the request process.
• Escalate issues requiring management attention when appropriate.
• Serve as the liaison between site leadership, vendors, property management, and the facilities site manager.

Qualifications

• High school diploma or GED required.
• Minimum of two years of experience in facilities coordination, office administration, customer service, or a related field.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Experience with space planning or facility management software is preferred.
• Excellent organizational and time management skills.
• Strong customer service orientation with exceptional interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and manage competing priorities in a fast-paced environment.
• Strong attention to detail with excellent follow-through.
• Self-motivated with the ability to work independently and as part of a team.
• Proven ability to build effective working relationships across all levels of the organization.
• Strong problem-solving and decision-making skills.
• Demonstrated ability to perform the duties of this position through relevant experience, training, or education.