What are the responsibilities and job description for the Facilities Coordinator position at Steward Partners?
Company Overview:
Steward Partners is an employee-owned, full-service leading independent private financial services firm, with professionals delivering multifaceted financial solutions and comprehensive service to our clients and their families.
Steward Partners caters to family, institutional and multigenerational investors delivering comprehensive wealth planning and investment strategy implementation, professional asset management services, private banking, institutional consulting, international advisory and business solutions. We pride ourselves on delivering comprehensive client service with an unwavering commitment to excellence.
Position Overview:
We are seeking a highly organized and proactive Facilities Coordinator to ensure the smooth operation of office (building) services and systems within our real estate portfolio nationwide. This role supports the facilities manager in maintaining a safe, secure and well-functioning environment for employees and visitors. The facilities coordinator assists in the management of maintenance, office services, vendor relationships and compliance with health and safety regulations.
Duties & Responsibilities:
- Serve as the first and main point of contact for all locations for internal staff regarding facility-related issues.
- Coordinate and oversee daily office operations across all locations, ensuring facilities run smoothly and consistently.
- Vendor Management: Manage all requests for set up, move, termination or temporary changes of firmwide vendors (i.e. address changes, frequency changes, etc.)
- Manage badge access across all locations.
- Manage maintenance, repairs, utilities, and general office support services.
- Schedule and supervise maintenance and repair work, ensuring timely resolution of problems.
- Coordinate facility needs with building management, including vendor requirements.
- Maintain facility-related records and documentation, including service contracts, warranties, and inspection reports.
- Track and order facility supplies.
- Respond to emergency facility issues during or outside of normal working hours, if required.
- Ensure all offices meet safety, compliance, and regulatory standards.
- Support budgeting and cost tracking for facility-related expenses.
- Conduct regular site visits and inspections to assess conditions and identify areas for improvement.
- Be on site for office moves and relocations when needed.
Skills, Experience & Qualifications:
- 3 years of experience in facilities, property management, or operations support.
- Basic knowledge of building systems and maintenance procedures.
- Experience overseeing multiple locations or a distributed real estate portfolio.
- Strong knowledge of facilities systems and operations, including mechanical, electrical, and IT infrastructure.
- Experience managing construction or renovation projects and working with external contractors.
- Demonstrated success in vendor management and process improvement.
- Excellent organizational and project management skills; able to manage multiple initiatives at once.
- Strong interpersonal and communication skills with a collaborative, solutions-oriented approach.
- Willingness to travel as needed
- Experience in a high-growth or fast-paced environment with frequent office expansions or changes.
- Bachelor’s degree in Facilities Management, Operations, Business, or related field.
Reports To:
Facilities Manager