Facilities Administrative Coordinator

The Facilities Administrative Coordinator will manage daily building operations and security ensuring a safe and efficient workplace environment. This role will monitor office supplies, manage space allocations, and support staff with any facility-related issues. Strong organizational skills, attention to detail, and the ability to multitask are essential for success in this role, as they ensure the smooth functioning of the workplace environment. The position will work onsite at ZincFive headquarters in Tualatin, Oregon, and reports to the Facilities Manager.

Facilities Administrative Coordinator Job Duties

• Oversee visitor management, this will include checking in all visitors into the building and tracking who is onsite
• Act as the point of contact for internal and external clients
• Oversee telephone/message service
• Support the Executive Administrative Assistant with all onsite and offsite events to include general meeting set up and break down,
• Manage facilities vendor schedule, such as break/fix issues and preventive maintenance vendors
• Maintain office/facilities supplies and general inventory, including submitting PO requests, researching available products and pricing, and requesting quotes from vendors as needed
• Manage the security badge access system; perform scheduled audits on all building access and run monthly reports on activity
• Help with the administration of the ticketing system by tracking and reporting on tickets, managing the monthly report for KPIs, and assigning tickets as necessary
• Maintain records, documentation, and files related to building compliance and operation
• Provide administrative support for the onsite facilities technicians as needed
• Retrieve mail daily and hold at the front desk for accounting to distribute
• Performs other duties as assigned
  
  

Job Requirements

• High school diploma or equivalent
• 3 years of facility coordination, office administration, or a similar role
• Handle sensitive information with discretion and professionalism
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Comfortable working in a fast‑paced and occasionally high‑pressure environment
• Proficiency with Microsoft Office Suite
• Knowledge of various office equipment, building systems, and maintenance procedures
• Experience with supply inventory and ordering
  
  

Preferred Qualifications

• Associates degree
• Experience with CMMS or ticketing system
  
  

Key Competencies

• Attention to detail and problem solving
• Excellent communication skills - verbal and written
• Good judgment with solid decision making
• Customer service orientation
• Teamwork and collaboration
• Continuous improvement
  
  

Physical Requirements And Working Conditions

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds
• Ability to wear PPE when required
  
  

Salary offers will depend on factors that include the location you work from, your level, education, training, specific skills, years of experience and comparison to other employees already in this role.

In addition, the successful candidate for this position will become eligible for a comprehensive set of outstanding benefits, including medical, dental, vision, life insurance, 401k, paid sick time, paid time off for vacation, paid holidays, paid community service days, professional/personal learning program, and applicable state/federal paid family leave.

ZincFive is committed to employing a diverse workforce. As an Equal Opportunity and Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status. We maintain a safe workplace and perform pre-employment testing. ZincFive is a participant in E-Verify and receives employment authorization of new hires through Social Security and the Department of Homeland Security databases.