Facilities Administrative Coordinator

MW Partners is currently seeking a Facilities Administrative Coordinator to work for our client who is a global leader in the media and entertainment industry.

Responsibilities and duties:

Administrative & Clerical Support

• Order receive stock and organize office breakroom and kitchen supplies.
• Maintain inventory levels and assist with supply forecasting and replenishment.
• Prepare organize and maintain facility-related records reports and documentation.
• Organize vendor work summaries and maintain electronic files within SharePoint.
• Maintain Facilities distribution lists departmental communications and contact databases.
• Update and maintain key control logs records and tracking systems.
• Perform filing scanning record retention and document management activities.
• Create spreadsheets reports presentations and correspondence as needed.
• Schedule meetings coordinate calendars and prepare meeting materials.
• Assist with data entry report generation and administrative projects.

Employee Onboarding & Workplace Services

• Assist with New Hire Orientation (NOH) forms and onboarding documentation.
• Coordinate employee badge requests and access updates.
• Assist employees with parking registration inquiries and issue resolution.
• Support workstation office and equipment readiness for new hires and employee transfers.
• Assist with employee seating assignments and workspace relocations.
• Coordinate welcome packets and onboarding logistics.
• Provide general workplace support and respond to employee facility-related inquiries.

Security & Access Management

• Partner with Security to ensure contractor and PBE badges are extended in accordance with contract requirements.
• Track badge expirations and assist with renewal and termination processes.
• Maintain access control records and vendor badge documentation.
• Ensure access-related records and reports are accurately maintained in SharePoint.

Vendor & Visitor Coordination

• Coordinate vendor visits service appointments and contractor access requests.
• Ensure vendors and visitors are properly pre-registered with Security.
• Arrange visitor parking validations and workplace accommodations.
• Assist with visitor reception and logistics coordination.
• Maintain vendor contact information and service documentation.

Maintenance & Work Order Administration

• Order and organize maintenance supplies materials and consumables.
• Assist with preventive maintenance scheduling and tracking.
• Support work order creation assignment and monitoring within Angus.
• Follow up on open work orders and communicate status updates to stakeholders.
• Maintain maintenance records service reports and vendor documentation.
• Track and maintain Certificates of Insurance (COIs) within Angus.
• Assist with facility inspections and documentation of corrective actions.

Return-to-Office (RTO) Support

• Assist with workspace readiness inspections and occupancy planning.
• Coordinate conference room workstation and office reservations.
• Provide administrative support for RTO communications reporting and tracking.
• Support employee engagement and workplace experience initiatives.
• Assist with department moves space planning activities and workplace logistics.

Requirements:

• High School Diploma or equivalent required; Associates Degree preferred.
• 2 years of administrative office coordination facilities or workplace services experience preferred.
• Strong proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint).
• Experience with SharePoint Angus or similar work order management systems preferred.
• Excellent organizational communication and customer service skills.
• Strong attention to detail and ability to maintain confidential information.
• Ability to prioritize multiple tasks and meet deadlines with minimal supervision.
• Experience working with vendors visitors and cross-functional teams preferred.

For a further discussion or to find out more contact Indu Sri Lakavath on or apply now.