Facility Coordinator

Aquent is partnering with a prominent financial services organization dedicated to empowering individuals and institutions through innovative solutions and a commitment to excellence. This company fosters a dynamic and supportive environment where every contribution makes a tangible difference in creating seamless and efficient operations. Join a team that values collaboration, precision, and an unwavering dedication to service.

Are you a highly organized and proactive professional with a passion for creating exceptional workplace experiences? We are seeking a dynamic individual to step into a pivotal role, ensuring our facilities run smoothly and our events are flawlessly executed. In this position, you won't just be managing tasks; you'll be the linchpin that connects people, resources, and spaces, directly impacting the daily productivity and satisfaction of employees and guests. Your ability to anticipate needs, resolve challenges, and build strong relationships will be critical to fostering an engaging and efficient environment during a high-volume period. This is an exciting opportunity to contribute directly to the operational excellence and vibrant culture of a leading organization.

What You'll Do

• Provide essential onsite support for facility coordination, event planning, and conferencing activities during peak periods.
• Cultivate robust working relationships with internal staff, external vendors, Conferencing Operations, Security, Technology, and catering partners.
• Proactively monitor facility service requests, meticulously document updates, ensure timely follow-up with vendors, and escalate urgent or persistent issues to resolution.
• Coordinate a wide range of workplace services, including routine maintenance, repairs, inspections, supply orders, and room resets.
• Facilitate vendor operations by assisting with site access, badge coordination, scheduling, deliveries, and communication with affected teams.
• Support critical administrative functions such as vendor invoice processing, inspection record keeping, work order tracking, and facility data management.
• Assist with workspace verification, furniture reconfigurations, moves, adds, and changes (MACs), restacks, and ergonomic requests to optimize employee comfort and efficiency.
• Orchestrate facility requirements for diverse meetings and events held in conference rooms, presentation rooms, cafes, outdoor areas, and the dedicated Event Center.
• Manage comprehensive event logistics, including room scheduling, setup and resets, furniture layouts, catering arrangements, janitorial services, signage, deliveries, temperature adjustments, and other critical details.
• Conduct thorough pre-event space checks, provide dedicated day-of support, adeptly resolve any emerging issues, and confirm spaces are meticulously reset post-event.
• Collaborate closely with Conferencing Operations and Technology support teams to address all audiovisual and conference room technology requirements.
• Coordinate visitor and vendor access, property approvals, and certificates of insurance as directed, ensuring compliance and security.
• Maintain accurate event schedules, planning checklists, status updates, and track follow-up items across all supporting teams.
• Effectively manage multiple priorities simultaneously and promptly escalate any safety concerns, scheduling conflicts, service gaps, or potential event risks.

Required Skills & Experience

• High school diploma or general education degree (GED) is required.
• Minimum of 3 years of related experience in a customer service or administrative environment, OR at least 1 year of dedicated Facility Management experience.
• Ability to comprehend and interpret instructions, short correspondence, and email inquiries effectively.
• Proficiency in writing routine correspondence, log-notes, and status updates within work order systems.
• Skilled in responding to common inquiries or complaints from co-workers or supervisors with an appropriate and professional tone.
• Demonstrated professional phone etiquette and the ability to ask insightful questions to gain understanding and facilitate conflict resolution.
• Awareness and ability to solve moderately complex problems and situations, maintaining composure and professionalism under pressure.
• Capacity to learn from the opinions and diverse perspectives of others before making recommendations that impact the company.
• Understands personal limitations and frequently seeks guidance on matters to minimize risk and validate decisions.
• Basic proficiency with Microsoft Office Suite.

Nice-to-Have Qualifications

• Willingness to learn and adapt to new systems, including CMMS (Computerized Maintenance Management System), CAFM (Computer-Aided Facility Management), and project planning software.
• Awareness of contracts and leases related to facility operations.
• Comfortable multi-tasking in a fast-paced environment and remaining calm under pressure.
• A results-oriented mindset with a clear understanding of expected outcomes.