Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator is responsible for the day-to-day execution and coordination of facility, fleet, and office operations across all company locations. This role serves as the primary point of contact for facility-related issues, employee requests, vendor coordination, office logistics, and fleet administration.

The successful candidate is a highly organized problem solver who enjoys working with people, responding to changing priorities, and ensuring operational issues are resolved quickly and effectively. This position requires strong communication skills, excellent customer service, and the ability to coordinate multiple activities simultaneously while maintaining a positive, solutions-oriented approach.

Travel to company offices may be required to support facility needs, office moves, fleet activities, inventories, and urgent operational issues.

Key Responsibilities:

Facilities Operations & Employee Support

• Serve as the primary contact for day-to-day facility requests and operational needs across all office locations.
• Coordinate and resolve facility-related issues including repairs, maintenance requests, furniture needs, office equipment concerns, and workspace changes.
• Respond promptly to facility emergencies and operational disruptions and coordinate appropriate vendor support.
• Build strong working relationships with employees, landlords, property managers, and service vendors.
• Ensure offices remain safe, clean, functional, and professional environments for employees and visitors.
• Prioritize and manage multiple requests while maintaining excellent customer service and communication.

Fleet Administration & Logistics

• Coordinate day-to-day administration of the company vehicle fleet.
• Manage vehicle assignments, registrations, inspections, maintenance scheduling, fuel card administration, and recordkeeping.
• Coordinate and execute vehicle repairs, maintenance appointments, and replacement activities.
• Maintain accurate fleet records including mileage, service history, insurance information, and vehicle documentation.
• Support employees with fleet-related questions and issues and ensure timely resolution.
• Assist with vehicle deliveries, transfers, and dispositions.

Facilities & Office Logistics

• Coordinate employee workspace moves, office setups, furniture deliveries, and office reconfigurations.
• Support office relocations, renovations, and facility improvement projects.
• Coordinate office access, keys, badges, parking assignments, and related logistics.
• Assist with onboarding and offboarding activities involving office space, equipment, and facility access.
• Maintain facility inventories and coordinate replacement of office equipment and furnishings as needed.

Vendor Coordination

• Coordinate facility service providers including maintenance contractors, cleaners, landscapers, security providers, and specialty vendors.
• Schedule vendor visits and ensure work is completed satisfactorily.
• Obtain quotes for routine work and services when requested.
• Track open work orders and follow up to ensure timely completion.
• Maintain positive, professional relationships with vendors and building management.

Asset & Inventory Coordination

• Maintain records of company furniture, equipment, and facility-related assets.
• Conduct periodic inventory counts and asset verification activities.
• Coordinate movement and deployment of furniture and equipment between company locations.
• Assist with receiving, tracking, and distributing facility-related purchases and deliveries.

Safety & Compliance

• Support facility compliance with company safety standards, building requirements, and OSHA regulations.
• Participate in safety inspections, emergency preparedness activities, and corrective action follow-up.
• Maintain facility documentation, permits, and required records.

Cross-Functional Support

• Work closely with Finance, Human Resources, Information Technology, and office leadership to support operational needs.
• Assist with special projects and company initiatives as assigned.
• Travel to company locations when needed to support facility operations, fleet activities, and employee needs.

Required Qualifications & Experience:

Education

• Associate's degree preferred.
• 3-5 years of experience in facilities coordination, office administration, fleet administration, property management support, operations, or a related field.
• Equivalent combination of education and experience will be considered.

Skills and Abilities

• Exceptional problem-solving and troubleshooting skills with the ability to think quickly and act decisively.
• Strong customer service orientation and interpersonal skills.
• Ability to build relationships and work effectively with employees, vendors, and business partners at all levels.
• Excellent organizational skills with the ability to manage multiple priorities and competing deadlines.
• Strong communication skills, both verbal and written.
• Self-starter with a sense of urgency and accountability.
• Ability to assess situations, prioritize needs, and execute solutions with minimal supervision.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office applications and facility management tracking systems.
• Ability to adapt to changing priorities and respond effectively in a fast-paced environment.

Physical demands & Availability

• Ability to lift and move office equipment, furniture, and supplies as required.
• Ability to travel to company offices and project locations as needed.
• Availability to respond to urgent facility or operational issues outside normal business hours when required.
• Ability to walk facilities, inspect equipment, and coordinate operational activities in office and field environments.

BL Companies is 100% employee owned, giving us a competitive edge and a unique distinction from most other companies. We offer a competitive benefit package which includes 6 paid holidays plus the week from Christmas to New Years paid, generous PTO, Medical, Dental and Vision insurance, disability insurance, life insurance, 401k matching, and our Employee Stock Ownership Plan. We are an ENR Top 500 firm that provides engineering, architecture, land surveying, and environmental consulting services to the public and private sectors. BL has 18 offices and is expanding.