Office Coordinator

About the Opportunity

Zap Energy is seeking a Facilities Coordinator to support daily workplace operations across multiple sites, ensuring a clean, safe, well-stocked, and welcoming environment. In this role, you will perform hands-on day porter duties, manage essential facility services, and partner closely with the Facilities Manager, Executive Assistant, Facilities Mechanics, and Facilities Technicians to deliver high-quality service to employees, visitors, and vendors. This is an onsite, multi-site role that reports to the Head of Facilities, with occasional early or late hours for events or VIP visits.

Key Responsibilities

• VIP & Event Support: Coordinate with leadership on planning and facilitating onsite VIP visits, including coffee orders, catered lunches, and meeting room readiness. Provide hospitality support to ensure a polished visitor experience.
• Vendor Coordination & Oversight: Escort and support onsite vendors (shredding, copier maintenance, deliveries, etc.). Conduct vendor performance assessments and provide feedback to the Facilities Manager. Participate in quarterly business reviews (QBRs) with key vendors to evaluate service quality, contract adherence, and improvement opportunities.
• Access & Security Support: Manage temporary badge distribution, collection, and inventory. Maintain accurate logs and ensure compliance with security protocols.
• Day-to-Day Facilities Operations: Perform daily maintenance duties including cleaning touchpoints, restocking supplies, maintaining breakrooms, and supporting general workplace upkeep. Load, unload, and maintain communal dishwashers. Conduct daily walkthroughs to identify and resolve facility needs, and respond to facility service requests, escalating issues as needed.
• Food, Snacks & Amenities: Order, stock, and distribute snacks, beverages, and catered items. Maintain inventory of consumables and ensure timely replenishment. Support hospitality needs for meetings and events.
• Office Supplies & Inventory: Manage office supply ordering, storage, and distribution. Track inventory levels and forecast needs across multiple sites. Maintain organized supply rooms and storage areas.
• Maintenance & Compliance: Conduct monthly facility equipment checks (e.g., fire extinguishers, visual inspections). Document findings and escalate issues to the Facilities Manager or technicians. Support preventive maintenance scheduling and follow-up.

Qualifications

• Experience: 3 years of facilities, office coordination, hospitality, or operations experience preferred.
• Technical Skills: Ability to perform hands-on day porter tasks. Experience with CMMS or ticketing systems is preferred.
• Technical Knowledge: Familiarity with vendor management and performance evaluation, and a basic understanding of safety and compliance practices, are preferred.
• Communication: Excellent communication and customer service orientation.
• Physical Requirements: Ability to lift up to 40 lbs. and move equipment and supplies as needed.
• Work Environment: Comfortable working onsite across multiple sites.
• Applicants must be currently authorized to work in the United States for any employer

Personal Attributes and Skills

• Strong organizational and multitasking skills.
• Customer service orientation, with a commitment to a polished experience for employees, visitors, and vendors.
• Willingness to take on hands-on tasks and respond quickly to facility needs.
• Ability to collaborate with the Facilities Manager, Executive Assistant, Facilities Mechanics, and Facilities Technicians.
• Flexibility to work across multiple sites and occasional early or late hours.

Additional information

Employment may be conditioned upon the ability to obtain export authorization. Estimated hourly range: $28-$35 per hour, depending on experience, multi-site responsibility, and vendor management capabilities. Candidates may be considered for other positions at Zap Energy and actual salary will be based on relevant education, experience, and other qualifications. Range is published in accordance with Washington Equal Pay and Opportunity Act.