Facilities Coordinator

Job Title: Facilities Coordinator 2

Job Description

The Facilities Coordinator 2 provides comprehensive administrative and operational support for facilities work orders, MAC (moves, adds, changes), and event coordination activities within a corporate real estate environment. This role combines day-to-day facilities operations with project support responsibilities and serves as a key liaison between vendors, internal stakeholders, and clients to ensure smooth facility operations and successful delivery of relocation and event projects.

Responsibilities

• Schedule and coordinate vendor activities, site inspections, and onsite services to support daily facility operations.
• Maintain accurate records of vendor interactions, service requests, work orders, and site activities in the appropriate systems.
• Assist in preparing basic reports on site operations, vendor performance, and event project status for internal stakeholders.
• Respond to routine inquiries from staff, vendors, and clients, providing timely and professional customer service.
• Support the implementation of site procedures and protocols to ensure consistent and compliant operations.
• Organize and maintain site documentation, operational manuals, and other reference materials for facilities and MAC activities.
• Assist in tracking and reporting key performance indicators (KPIs) related to site operations, vendor performance, and events.
• Coordinate site meetings and help prepare agendas, meeting materials, and follow-up documentation.
• Help support front desk operations by greeting visitors, answering questions, and directing guests as needed.
• Liaise with the regional mailroom lead to ensure smooth mailroom operations and efficient handling of incoming and outgoing mail.
• Participate in safety and compliance initiatives to promote a safe and well-maintained working environment.
• Provide back-up reception support on an as-needed basis, ensuring continuity of front desk services.
• Provide back-up mailroom support on an as-needed basis to maintain consistent mail handling and distribution.
• Assist with development of scope and schedules for relocations, reconfigurations, setups, and resets associated with events and MAC activities.
• Handle administrative responsibilities for events, including preparing meeting minutes, agendas, and event project reports.
• Manage action agendas and associated event project documentation to ensure tasks are clearly assigned and tracked.
• Review and edit event project documentation developed by team members for accuracy and completeness.
• Update event project documentation on client or facility management SharePoint sites to keep information current and accessible.
• Receive and process client requests for both operational needs and event coordination, ensuring timely follow-up and resolution.
• Participate in planning meetings with clients, facility managers, and key stakeholders to define requirements and timelines for projects and events.
• Initiate meetings to review event project schedules with vendors and stakeholders, aligning expectations and deliverables.
• Communicate issues and concerns requiring resolution to appropriate stakeholders, escalating when necessary to ensure smooth operations.
• Assist with close-out activities for events and projects, including preparing reports, capturing lessons learned, and coordinating client surveys.
• Support the ongoing implementation and refinement of site procedures and protocols related to facilities, MAC, and events.
• Maintain site documentation and operational manuals in an organized and easily accessible manner for the broader team.

Essential Skills

• Minimum of 2 years of experience in facilities coordination, operational support, relocation project management support, or a similar role in a corporate real estate environment.
• Experience working with event coordination, including supporting setups, resets, and related logistics.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook, and other core applications.
• Proficiency in Google Workspace applications, particularly Sheets and Mail, and other core tools.
• Excellent written and verbal communication skills, with the ability to communicate clearly with vendors, clients, and internal stakeholders.
• Ability to prioritize tasks, manage time effectively, and work both independently and as part of a collaborative team.
• Excellent understanding of customer service principles and a commitment to delivering a positive client experience.
• Experience with CAD/CAFM technology, including move management modules, to support space planning and relocation activities.
• Experience with CMMS technology to manage, schedule, and coordinate onsite work orders and maintenance activities.
• Ability to work onsite full time with flexibility for travel between client locations as required by operational needs.

Additional Skills & Qualifications

• Bachelor's degree in a related field or discipline is preferred.
• Knowledge of the construction or commercial real estate industry and its operational practices.
• Familiarity with architectural drawings and furniture/space planning concepts to support MAC and relocation projects.
• Experience in a facilities or property management environment, supporting building operations and services.
• Understanding of health and safety practices in workplace settings and the ability to support compliance initiatives.
• Strong interpersonal skills with the ability to interact effectively with executive-level internal and external stakeholders.
• Experience or exposure to HVAC, facilities maintenance, and general building systems is beneficial.
• Demonstrated ability to adapt to changing priorities and maintain professionalism in a fast-paced environment.

Work Environment

This is a full-time, onsite role in a corporate real estate setting, working Monday through Friday from 8:00 a.m. to 5:00 p.m., with some overtime required based on operational and event needs. The position involves regular interaction with vendors, clients, and internal teams, as well as coordination of site inspections, events, and relocations. The work environment includes standard office technology, Microsoft Office Suite, Google Workspace applications, CAD/CAFM tools, CMMS systems, and SharePoint sites for documentation and project tracking. Employee parking is available at the site. The role may require occasional travel between client locations to support facilities and event activities. Professional business attire is expected, particularly when interacting with visitors, executives, and external stakeholders.

Job Type & Location

This is a Contract position based out of Austin, TX.

Pay and Benefits

The pay range for this position is $22.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Austin,TX.

Application Deadline

This position is anticipated to close on Oct 5, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.