Facilities Coordinator

MalaceHR is seeking a detail-oriented and organized Site Operations Coordinator to support daily site operations and administrative functions. This role plays a key part in ensuring smooth communication between internal teams vendors and clients while maintaining efficient workflows and supporting operational excellence.

Key Responsibilities

• Provide administrative and operational support to site management
• Coordinate vendor scheduling site visits and inspections
• Maintain accurate records of vendor activity service requests and site operations
• Triage and manage client work order queues ensuring timely responses and resolution
• Support cubby assignment programs and workplace adjustments (hot/cold call requests)
• Assist with preparation of reports related to site operations and vendor performance
• Respond to routine inquiries from staff vendors and clients
• Organize and maintain site documentation records and operational manuals
• Track and report on key performance indicators (KPIs)
• Coordinate meetings and prepare supporting materials
• Support front desk operations including greeting visitors when needed
• Liaise with regional mailroom leadership to ensure efficient mail operations
• Assist in implementing site procedures protocols and compliance initiatives
• Participate in safety programs to promote a safe work environment
• Support additional operational tasks and special requests as needed

Required Qualifications

• Minimum of 2 years of experience in administrative or operational support roles
• Strong organizational skills with high attention to detail
• Proficiency in Google Workspace and Microsoft Office (especially Excel and Outlook)
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• Strong customer service mindset
• Ability to work onsite full-time
• Flexibility to travel between nearby client locations (reimbursed)

Preferred Qualifications

• Experience in facilities management or property management environments
• Familiarity with vendor management processes
• Basic knowledge of building operations and maintenance
• Experience with data entry and database systems
• Understanding of workplace health and safety practices
• Exposure to scheduling or coordination software tools