Facilities and Administrative Coordinator

Talascend is currently seeking a Facilities and Administrative Coordinator for a contract opportunity with our client in Greenville, South Carolina.

Overview

The facilities and administrative coordinator supports day-to-day building operations, workplace services, and administrative activities while providing executive administrative support to an executive director. This role coordinates building issues, conference rooms, auditorium reservations, employee seating, and administrative requests through resolution.

Responsibilities

• Serve as the primary coordination contact for routine building-related requests and concerns.
• Identify, document, and route issues to facilities, maintenance, IT, security, or other appropriate teams; follow up through resolution.
• Conduct routine walkthroughs of shared spaces to identify operational or maintenance needs.
• Maintain issue logs, service requests, contacts, and building-related communications.
• Coordinate room and auditorium reservations, scheduling conflicts, and space utilization.
• Maintain reservation records and communicate self-service booking procedures and room guidelines.
• Coordinate with IT/AV and facilities for equipment issues, room readiness, and special meeting requirements.
• Support logistics for larger meetings and events as assigned.
• Maintain seating assignments, occupancy records, and current floor plans.
• Coordinate employee moves, seating changes, and workspace adjustments with facilities, IT, and departmental partners.
• Track open seating requests and support office reconfiguration projects.
• Maintain spreadsheets, tracking logs, shared documentation, and routine reports.
• Coordinate operational communications and assigned administrative projects.
• Recommend practical improvements to workplace processes and request tracking.
• Coordinate calendar appointments, meeting invitations, and scheduling conflicts.
• Arrange business travel, itineraries, and related logistics.
• Assist with expense reporting, meeting materials, and follow-up activities as assigned.
• Handle sensitive information with discretion and maintain alignment with supervisor-established priorities.
• Provide a concise weekly update covering open facilities requests, room and auditorium issues, seating changes, completed work, and outstanding actions.
• Maintain accurate, current tracking records and communicate status and delays promptly.
• Follow established procedures and escalate issues to the team accountable for resolution.
• Coordinate executive support requests with the executive director.

Qualifications

• An associate degree or higher is required.
• At least five years of experience in administrative support, office operations, facilities coordination, or a related field.
• Strong organization, prioritization, follow-through, and customer service skills.
• Proficiency in Outlook, Excel, Word, PowerPoint, and Teams.
• Professional written and verbal communication skills, with the ability to collaborate across departments.
• Ability to independently track requests, identify appropriate escalation paths, and manage competing priorities.

Preferred Qualifications

• Experience in a corporate office or large workplace environment.
• Experience with conference room systems, auditorium coordination, employee seating, or office moves.
• Prior administrative support experience with senior-level leadership.