WHAT DOES A FACILITIES COORDINATOR DO?
Published: Feb 26, 2025 - The Facilities Coordinator ensures prompt and professional handling of all incoming calls, email responses, and visitor greetings. Coordinates mail processes, courier services, and critical delivery tracking. Manages logistics, including expense reports and event facilitations, particularly for the office.
A Review of Professional Skills and Functions for Facilities Coordinator
1. Facilities Coordinator Duties
- Emergency Coordination: The focal point for emergency situations e.g. fire, bomb alert, and medical incidents, when on site.
- Record Maintenance: Keep all documents in the Fire Logbook up to date.
- System Testing: Weekly tests of systems and rooms e.g. fire/lift and ensure documentation and notice boards are kept current.
- Risk Assessment: Update and maintain relevant Risk Assessments.
- Safety Inspection: Visual inspection of safety, security, and cleanliness issues within and external to the building.
- Information Management: Maintain key lists and contact information and provide regular communication around building activities.
- Staff Onboarding: Carrying out inductions for new starters.
- Security Management: Maintained and issued keys, and security access and acted as a point of contact for building defect reporting and cleaning issues, tracking monitoring through to completion.
- Room Management: Manage meeting room bookings.
- Visitor Management: Greet visitors and manage visitor processes.
- Evacuation Coordination: The focal point for emergency evacuations (first person to take check sheet and act as POC for Fire Wardens to report.
- Logistics Handling: Dealing with deliveries and posts, monitoring the facilities inbox.
- Data Management: Updating databases, contracts, documents, and spreadsheets and raising Purchase Orders.
- Contractor Coordination: Coordinating external contractors, and supporting the coordination of security & hygiene services to the building.
- Supply Management: Procuring office supplies such as PPE, stationery, and print equipment.
- Administrative Support: Admin support to include raising POs, assisting with travel requests, and meeting room bookings.
2. Facilities Coordinator Details
- Reception Management: Act as the first point of contact of the Paris office helping customers, employees, candidates, and all guests feel welcome.
- Communication Handling: Answer all incoming calls, respond to emails, and greet visitors to the office professionally and promptly.
- Mail Coordination: Coordinate and process all incoming and outgoing mail, organize couriers, and track deliveries that have exceptions and require next steps.
- Logistics Oversight: Oversee logistics including, but not limited to, expense reports, scheduling requests, and facilitating meetings and events that take place in the Paris office.
- Team Collaboration: Collaborate with the building management team, contractors, and vendors.
- Department Collaboration: Communicate and collaborate with various departments to deliver a superb global office experience.
- Facilities Coordination: Coordinate the day-to-day facilities operations - stocking and cleaning coffee machines, ensuring vending machines are stocked, etc.
- Ticket Management: Proactively work on tasks assigned through the ticketing system and ensure the coordinator's process and closing out tickets in a timely & efficient manner.
- Space Maintenance: Ensures office spaces which include meeting rooms, training rooms, IDF/MDF rooms, kitchens, and common area spaces are maintained to a high quality standard.
- Event Planning: Assists in the planning and execution of operational FM activities such as snack program, HubSpot internal/external events, and equipment maintenance.
- Event Support: Collaborates and supports the running of smooth events in conjunction with key stakeholders.
- Move Coordination: Assist in the coordination and planning of desk moves/office moves.
- Flexible Support: Evening and weekend work may be required or needed at times to support the office and community needs.
3. Facilities Coordinator Responsibilities
- Project Supervision: Ownership of day-to-day requirements, responsible for the supervision and coordination of maintenance, repairs, and minor works projects.
- Maintenance Planning: Assist the Facilities Manager in the development and implementation of preventive maintenance plans to ensure all retail locations meet company and legal guidelines regarding client service and employee safety.
- Order Management: Ensure work orders are resolved in an expedited fashion.
- Vendor Coordination: Expedite vendor responses when needed, following up to receive full proposals.
- Tool Adoption: Work to identify opportunities for new or updated features within the tool; drive adoption in retail locations with vendors through consistent communication, updates, and training assistance.
- Relationship Management: Establish and maintain relationships with internal and external partners including store managers, regional operations managers, landlords & building managers.
- Process Optimization: Partner with Facilities Manager to develop an ongoing process of consistent review of maintenance activities to identify and implement expense efficiencies.
- Cost Analysis: Calculate and compare costs for goods and services.
- Budget Management: Work to meet Repairs and Maintenance budget.
- System Monitoring: Responsible for the monitoring of energy management systems, building cleaning, and utilities.
- Safety Assurance: Ensure a safe working environment is established by partnering, and monitoring, health and safety building tests and systems maintenance contracts in compliance with all relevant health and safety legislation.
- Operational Support: Support Store Operations initiatives/projects on an as-needed basis.
4. Facilities Coordinator Accountabilities
- System Management: Responsible for all aspects of the Corrigo Work Order System.
- Order Monitoring: Monitor active work orders, and track and maintain backlog.
- Order Evaluation: Evaluate work orders from the National Operations Center (NOC) and off-duty hours for proper assignment and follow-through.
- Emergency Availability: On-call for Patient Service Centers (PSC) region assigned during off hours and weekends.
- Emergency Management: Manages Emergency work orders to guarantee response times and proper action is taken.
- Workload Management: Manage workload via Corrigo and assign/reassign vendors as needed for the workload.
- Quote Acquisition: Obtains all quotes from Vendors for various building projects generated.
- Request Creation: Creates corrective requests, and children WO’s for Patient Service Centers (PSC) locations.
- Proposal Submission: Submit all proposals for work over the NTE limit to the correct approver(s).
- Approval Follow-up: Follow up with approver(s) and status of proposals for approval weekly.
- Vendor Sourcing: Source vendors to cover the scope of work (based on C&W Services contract and location type).
- Billing Review: Weekly billing/invoicing review to ensure vendors billing at correct rates and with correct information.
5. Facilities Coordinator Functions
- Design Coordination: Design coordination of architects, contractors, and ancillary vendors.
- Ticket Coordination: Day-to-day functions regarding coordinating WPS tickets for internal and external stakeholders.
- Event Management: Shared responsibility for large events such as holiday parties and company picnics.
- Liaison Work: Primary liaison with the landlords/property managers for building issues and lead staff in the coordination of services and activities, vendors, and manpower required for current and future needs of the building and operations.
- Vendor Management: Conduct vendor RFPs while continuously building relationships with various workplace vendors including catering, janitorial, preventative building maintenance subcontractors, signage, swag, and furniture vendors.
- Maintenance Planning: Create and help maintain a preventative plan for HVAC, Electrical, Plumbing, Flooring, Paint, and Janitorial.
- Stakeholder Partnership: Partner closely with onsite stakeholders and the administrative team to support office needs.
- Event Coordination: Coordinate onsite events as needed ensuring furniture set up/take down, food service, extra janitorial and ensuring the office is reset, such as All Hands and Makeathon.
- Special Event Planning: Coordinate event planning for on-site company meetings and special events such as holiday parties and company picnics.
- Security Coordination: Coordinate badging system to maintain security and access for new hires, lost badges, and employment changes.
- Reception Duties: Front desk duties such as forwarding voicemails, receiving and shipping packages, and greeting vendors/contractors.