Facilities Coordinator

United Way for Greater Austin•Austin, TX

16h•Hybrid

About The Position

The Facilities Coordinator will be responsible for the day-to-day coordination of facilities, physical operations, and event logistics to ensure safe, functional, and well-maintained workspaces that support staff and organizational activities. This role focuses on coordination, oversight, and execution of facilities-related services. To be successful In this role, you must have a service-oriented mindset, strong follow-through, and the ability to work independently with leadership set priorities. You will manage vendor relationships and partner with internal teams and external vendors to ensure facilities, mail services, and events run smoothly and consistently.

Requirements

3-5 years of experience in facilities coordination, operations support, workplace services, or event support
Experience coordinating third-party vendors and service providers
Strong organizational skills and effective time management
Ability to manage multiple requests and shifting priorities
Strong communication and customer service skills
Comfort working in a lean, fast paced, service-oriented environment
Ability to be on site and physically present as required

Nice To Haves

Preferred experience supporting organizational or nonprofit events
Preferred familiarity with ticketing or service request systems
Preferred experience with building access coordination or physical security processes
Preferred background in nonprofit, education, healthcare, or other mission driven organizations

Responsibilities

Coordinate day-to-day facilities service request (maintenance, cleaning, repairs, access issues)
Serve as primary on-site contact for facilities related vendors and service providers
Monitor workspace conditions to ensure safety, functionality, and readiness
Support physical access management (keys, badges, access requests) in coordination with Systems
Track facilities issues through resolution and ensure service quality
Coordinate emergency response planning and training in partnership with internal stakeholders and building management, ensuring preparedness and compliance
Coordinate logistics for organizational events, including room setup, furniture, equipment, and vendor access
Support event setup and breakdown in collaboration with internal teams and vendors
Ensure event spaces are prepared and operational according to requirements
Act as on site point of contact during events for facilities related needs
Manage incoming and outgoing mail and package delivery processes
Coordinate shipping, receiving, and distribution of physical materials
Support tracking and organization of physical assets as needed
Coordinate and maintain records management processes, including oversight of offsite document storage and physical storage solutions
Coordinate facilities, event, and building service vendors
Monitor vendor performance and service levels
Escalate vendor issues or service concerns to the Director
Ensure vendors follow organizational policies and site requirements
Work closely with the Project Coordinator to support cross-functional requests (events, access, incidents)
Partner with the Project Coordinator on facilities related project work
Communicate status updates and issues clearly to stakeholders
Contribute to a positive, service oriented staff experience
Follow established SPOs for facilities and operations services
Provide input for process improvements and documentation updates
Maintain accurate records related to facilities requests and vendor activity