Facilities Coordinator

Position Overview

We are seeking a well-organized, proactive, and hospitality-driven Sr. Facilities Specialist with 2-4 years of experience in facilities maintenance, to manage operations for our 94,000-sf leased Class A office space in Austin, TX, supporting a site of over 350 software engineering and business team members.

Serving as the primary point of contact for workplace operations, you will blend hands-on building maintenance management with employee workspace support. You will also serve as a regional leader, acting as the Austin site's facilities representative and providing remote guidance to personnel in other Central Region offices located in Santa Fe, NM and Irvine, CA.

Key Responsibilities

Workplace Experience & Daily Operations

• Help Desk Management: Oversee the Facilities ticketing queue, rapidly responding to employee requests regarding temperature adjustments, desk modifications, lighting, equipment, ergonomics, and daily comfort.
• Onboarding Logistics: Process weekly new hires on a weekly basis by managing security badge photos, setting up their workstations, and providing them office tours.
• Floor Operations: Conduct morning and afternoon walkthroughs to ensure conference rooms, copier/printer stations, and breakrooms are clean, fully stocked, and organized.
• Mail Room: Manage incoming and outgoing mail, sorting and shipping packages as needed.
• Site Leadership Team: Represent Real Estate & Facilities team in meetings.

Space Management & Furniture Logistics

• Space Planning: Maximize layout efficiency, coordinate internal desk moves, and maintain accurate data within the space management system to deliver monthly reports to leadership.
• Event Configuration: Set up workstations and configure flexible training or all-hands areas for corporate events.

Vendor Management & Procurement

• Contractor Supervision: Oversee third-party vendors for data center HVAC, courier services, vending, and furniture vendors to ensure high quality and minimal business disruption.
• Inventory Control: Monitor and order office supplies and kitchen/vending snacks, coffee, and beverages to sustain critical stock levels.
• Financial Administration: Submit purchase requests, track invoices and process vendor payments against Purchase Orders as required, maintain service contracts and compliance documents.

Landlord Relations, Health, Safety & Sustainability

• Base Building Coordination: Work with building engineers for timely resolution of lease-covered structural, mechanical, plumbing, and janitorial issues.
• Emergency Response: Act as the on-site lead for the Emergency Response Team (ERT), coordinating external safety certifications and participating in landlord-led annual fire drills.
• Emergency Availability: Remain on-call 24/7 to respond to building alarms, safety alerts, and urgent maintenance disruptions.
• Sustainability & Regional Support: Regularly collect and provide utility data from regional landlords to the Sustainability Team, and coordinate with remote Central Region offices as needed.

Technical & Industrial Maintenance

• System Troubleshooting: Work with building engineers to troubleshoot and guide repairs for building HVAC, plumbing, electrical, and mechanical systems.
• Safety Adherence: Promote and enforce safe work practices aligned with OSHA guidance and standard safety regulations.

Required Qualifications

• Experience: 2-4 years of experience in facilities maintenance, workplace operations, or premium corporate hospitality environments (high-tech or Class A office experience preferred).
• Education: High school diploma or GED required; Associate degree or higher in business, facilities management, or a related field preferred.
• Technical Skills: Proficiency with Microsoft Office, facility management software and workplace ticket queues, as well as general knowledge of basic building systems, HVAC, plumbing and electrical.
• Communication & Interpersonal Skills: Excellent communication skills to interact effectively with software engineers, company executives, and third-party vendors.
• Physical Demands: Ability to lift up to 50 lbs. and comfortably manage physical, on-the-floor office tasks.
• Valued Certifications: Professional certification is highly valued (e.g., IFMA FMP/CFM, or LEED Green Associate).

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