What are the responsibilities and job description for the Workplace Facilities Coordinator position at Gensler?
Your Role
As the Workplace Facilities Coordinator your role is critical in ensuring the office environment operates smoothly, safely, and efficiently every day. This role works closely with facility vendors, manages maintenance needs, supports space functionality, and partners closely with the Workplace Experience and Facilities Manager to ensure employees and guests can focus on their work without disruption.
This position requires strong organization, proactive problem-solving, and a service-oriented mindset. The ideal candidate is detail-driven, responsive, and comfortable managing multiple priorities in a fast-paced, professional environment.
What You Will Do
Life at Gensler
As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice-annual bonus opportunities. Our annual base salary range has been established based on local markets.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.
As the Workplace Facilities Coordinator your role is critical in ensuring the office environment operates smoothly, safely, and efficiently every day. This role works closely with facility vendors, manages maintenance needs, supports space functionality, and partners closely with the Workplace Experience and Facilities Manager to ensure employees and guests can focus on their work without disruption.
This position requires strong organization, proactive problem-solving, and a service-oriented mindset. The ideal candidate is detail-driven, responsive, and comfortable managing multiple priorities in a fast-paced, professional environment.
What You Will Do
- Submit, track, and follow up on work orders related to HVAC, lighting, plumbing, security, and general maintenance
- Work with Facilities Manager to coordinate office repairs, and preventative maintenance
- Monitor building systems and proactively identify issues impacting employee comfort or operations
- Manage relationships with facilities vendors including cleaning, waste, recycling, security, and specialty contractors, and building management to arrange deliveries and loading dock access
- Work with Facilities Manager to schedule vendor services and oversee on-site work to ensure quality, safety, and minimal disruption
- Support office moves, furniture reconfigurations, and space planning initiatives
- Maintain conference rooms, collaboration spaces, and shared areas to ensure functionality and readiness
- Support the Workplace Experience/Facility Team with administrative needs, including reserving conference rooms, conference room setup and breakdown for meetings and events
- Assist Workplace Experience/Facility Team with coordinating internal and external onsite meetings and events to include event preparations, set up and oversight and greeting guests and clients. This could involve occasional early arrival or late departure requirements depending on event logistics
- Assist Workplace Experience Manager in coordinating continuing education opportunities including lunch and learns and meet and greets
- Coordinate catering for large office meetings and events
- Coordinate employee parking contracts and access cards
- Ensure compliance with building rules, local regulations, and internal workplace standards
- Maintain inventory of office, facility, hospitality supplies, and equipment
- Partner closely with Facilities Manager, Workplace Experience Manager, and IT
- Communicate clearly with employees regarding facilities updates
- 3–5 years of experience in facilities coordination, workplace operations, or professional administrative position
- Experience working in a professional services environment preferred
- Strong organizational and time-management skills
- Excellent communication and interpersonal skills
- Ability to prioritize, problem-solve, and remain calm under pressure
- Proficiency in Microsoft Office and workplace systems (Teams, work order platforms, etc.)
- Comfortable managing vendors and navigating building management structures
- Ability to perform light physical tasks including bending, reaching, kneeling, and occasional setup or breakdown of furniture or equipment
- Ability to work on-site full-time and respond to facilities-related issues that may require after-hours or weekend attention
Life at Gensler
As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice-annual bonus opportunities. Our annual base salary range has been established based on local markets.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.