Facilities Coordinator

Job Description

Job Description

Summary

The Facilities Coordinator supports the day-to-day operations, maintenance, and overall functionality of the Grand Rapids facility to ensure a comfortable, safe and quality work environment. This role coordinates vendor services, assists with space and building needs, coordinates hospitality, resolves facility-related issues and proactively monitors building operations.

What You Will Do

Building Operations & Oversight

• Oversee building operations for Grand Rapids location in collaboration with other location coordinators and in line with budget for facilities maintenance and improvement plans.
• Solicit and negotiate bids and select subcontractors for building repairs, maintenance, and renovations.
• Oversee and schedule required regular maintenance and as needed repair of building, grounds, or associated systems and equipment with vendors and impacted team members.
• Lead design and project management of space planning, building and equipment layouts and larger remodeling processes to meet changing organizational needs.
• Liaise with local government departments that oversee compliance with building codes and inspection.
• Participate on Safety Committee and conduct monthly building walkthroughs with committee peer.

Vendor & Systems Coordination

• Coordinate with IT on the facilities systems.
• Select, negotiate with, and manage activities of consultants and vendors, including those for Safety Committee materials and services.
• Escort vendors within the building and ensure proper check-in/check-out procedures.
• Schedule appointments and tasks.

Issue Resolution & Workplace Support

• Proactively identify and address facility issues to avoid staff complaints.
• Communicate effectively with all levels of staff regarding facilities-related matters.

Hospitality Coordination

• Handle set up and takedown for onsite quarterly employee meetings.
• Arrange meeting details for offsite employee meetings and other events as requested, including venue booking, food and beverage selection, room layout and AV needs.
• Organization of food, beverage and prep for onsite SPC and Board Meetings.
• Regularly restock kitchenette and mailroom.
• Ensure all spaces are clean and orderly.

Qualifications & Experience

• High school diploma plus related experience and/or training; or equivalent combination of education and experience.
• Strong project management, communication and critical thinking skills.
• Proficient MS Office skills (Word, Excel and Outlook).

Personnel Attributes

• Strong problem-solving and troubleshooting skills.
• Strong oral and written communication skills.
• Ability to manage multiple tasks and prioritize work effectively.
• Ability to work independently, take initiative, and follow through on projects.
• Ability to lift and move materials or equipment and remain on feet for extended periods, as needed.

Personnel Attributes

• Strong problem-solving and troubleshooting skills.
• Strong oral and written communication skills.
• Ability to manage multiple tasks and prioritize work effectively.
• Ability to work independently, take initiative, and follow through on projects.
• Ability to lift and move materials or equipment and remain on feet for extended periods, as needed.

Position Travel Requirements

None

Typical Work Schedule

Part time schedule of 5-10 hours per week, depending on business needs, during normal business hours (8 AM – 5 PM ET), Monday through Friday.

FLSA Status

Non-exempt position: eligible for overtime pay.

Peak Work Time Requirements

Special projects may require 15 hours per week as well as after hours or weekend time to avoid disruption to the business.

Working Conditions

General office environment. Work is sedentary in nature. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is performed using standard office equipment. Ability to lift up to 40 lbs. for deliveries to the office.

Scope of Accountability

No direct reports.