What are the responsibilities and job description for the Facilities and Administrative Coordinator position at HLS Global?
Job Summary
Responsible for providing day-to-day administrative, operational, procurement, vendor coordination, and facility support for multiple company locations. This position serves as a key point of contact between internal departments, vendors, employees, and management to ensure that facilities remain properly supplied, maintained, and operational.
Key Responsibilities
Facilities & Administrative Coordinator
● Support daily General Affairs operations for multiple company locations and warehouses.
● Coordinate requests from employees, management, and site leadership.
● Maintain records, documentation, reports, and operational information.
● Prepare and organize documents, forms, purchase requests, invoices, and other administrative materials.
● Assist with communication between internal departments and external vendors.
● Use Microsoft Excel, Google Sheets, PowerPoint, Word processing, and internal company systems for daily administrative tasks.
Procurement & Supplies
● Identify and order office, warehouse, safety, maintenance, and facility supplies.
● Obtain and compare vendor quotes for products and services.
● Coordinate purchase requests and follow up on orders, pricing, delivery dates, and product availability.
● Track purchases and ensure requested items are delivered to the correct location.
● Maintain communication with vendors regarding orders, deliveries, repairs, and service requests.
● Monitor supply needs and help ensure locations have necessary materials available.
Supply Delivery & Location Support
● Pick up and deliver supplies, equipment, materials, and other requested items between company locations.
● Coordinate transportation of supplies to the appropriate site or warehouse.
● Verify that delivered items are received by the correct department or employee.
● Assist locations with urgent supply requests and operational needs.
● Maintain awareness of supply levels and communicate when additional materials are needed.
Vendor & Service Coordination
● Communicate with vendors regarding repairs, maintenance, installations, quotes, invoices, and service schedules.
● Request and review quotes for facility repairs and improvement projects.
● Schedule vendor visits and coordinate access to company facilities.
● Follow up with vendors regarding outstanding work, repairs, deliveries, and completion dates.
● Maintain professional relationships with vendors and service providers.
Billing & Invoice Support
● Review vendor invoices for accuracy and confirm that services or products were received.
● Assist with invoice processing and documentation through company systems, including OpenPlace.
● Follow up with vendors regarding billing questions, missing documentation, payment information, and invoices.
● Coordinate with the billing/accounting team when additional documentation or clarification is required.
● Maintain supporting documentation for purchases and payments.
Facility & Maintenance Support
● Report facility issues such as plumbing, HVAC, electrical, flooring, doors, leaks, equipment, and other building concerns.
● Coordinate repairs and maintenance with appropriate vendors.
● Follow up on open maintenance issues until completion.
● Obtain photos, quotes, estimates, and supporting documentation when required.
● Communicate facility conditions and urgent issues to management.
Asset & Equipment Support
● Assist with tracking company equipment and supplies assigned to locations or employees.
● Coordinate the receipt, delivery, and assignment of equipment such as laptops, monitors, printers, and other company assets.
● Maintain accurate documentation regarding equipment and asset movements.
● Coordinate with internal departments when equipment needs to be transferred, replaced, repaired, or returned.
Safety & Site Support
● Assist with safety-related requests and facility improvements.
● Coordinate purchases and installation of safety equipment and materials.
● Communicate safety or facility concerns to management and appropriate departments.
● Support site readiness by ensuring necessary supplies, equipment, and services are available.
Required Skills
● Strong organizational and time-management skills.
● Ability to manage multiple requests and priorities simultaneously.
● Professional communication skills with employees, management, and vendors.
● Basic to intermediate knowledge of Microsoft Excel, Google Sheets, PowerPoint, and Word processing.
● Ability to review invoices, quotes, and purchasing documentation.
● Strong follow-up skills and attention to detail.
● Ability to work independently and take initiative.
● Ability to travel between company locations to deliver supplies and support operational needs.
● Ability to maintain accurate records and documentation.
● Professional and dependable approach when handling confidential company and employee information.
Work Environment
This position requires a combination of office-based administrative work and on-site operational support. The employee may be required to visit multiple company locations, warehouses, and vendor sites to deliver supplies, coordinate services, inspect work, and support daily facility operations
Pay: From $22.00 per hour
Work Location: In person
Salary : $22