Facilities Coordinator – Office Operations & Visitor Management

About the role

The Facilities Coordinator ensures smooth operation of the office environment by managing visitor reception, conference rooms, vendor relationships, and day‑to‑day facility services. This role supports both internal staff and external guests with professionalism and attention to detail.

Key responsibilities

• Greet external visitors and staff, issue visitor passes, and manage the badging process for new hires.
• Administer conference rooms, schedule cleanings, inspect furniture, and coordinate catering and event setups.
• Perform initial review, coding, and routing of facilities‑related invoices; capture payment data and maintain filing.
• Order and distribute business cards, manage office keys, postage, and inventory of office and pantry supplies.
• Maintain up‑to‑date emergency contact lists and coordinate fire‑drill exercises.
• Manage vendor relationships, acknowledge deliveries, obtain public liability certificates, and oversee supply of stationery, pantry items, and printer maintenance.
• Coordinate property maintenance with landlords and contractors, handle after‑hours HVAC requests, and support move‑add‑change events.
• Perform additional duties as assigned to ensure a safe and efficient workplace.

Required profile

• Professional demeanor and courteous interaction with visitors and staff.
• Strong organizational abilities to handle multiple administrative and facilities tasks.
• Experience coordinating with vendors, landlords, and internal teams.
• Attention to detail in invoice processing, inventory management, and safety procedures.

Required skills