Facilities Workplace Coordinator

Facilities Workplace Coordinator
Canonsburg PA
4 days in office - Friday remote
Manager Notes: Worker will need prior facilities management experience at a larger work environment. This person will be overseeing management of 400+ workers and handling all aspects of day-to-day. Will need to be an independent worker, along will ability to problem solve/ask questions.

Role
The Facilities & Workplace Coordinator is responsible for coordinating day-to-day workplace operations and employee services that support a safe, productive, and engaging office environment. By managing workplace programs, vendors, facilities administration, and employee support activities, this role enables a seamless employee experience and efficient office operations.

Responsibilities

• Serve as the primary workplace concierge for employees, delivering exceptional customer service, addressing workplace-related inquiries, coordinating service requests, and fostering a safe, organized, and productive office environment.
• Support the end-to-end new hire onboarding experience, including workstation setup, facilities orientation, access badging, nameplate preparation, and related workplace readiness activities.
• Manage mailroom operations, including the receipt, sorting, and distribution of incoming mail, as well as coordinating outgoing shipments through USPS, UPS, FedEx, and other carriers.
• Oversee the procurement, inventory management, and replenishment of office, kitchen, and workplace supplies to ensure business continuity and employee satisfaction.
• Process invoices, purchase orders, and check requests, including accurate cost coding and verification that contracted services and purchased goods have been received and completed in accordance with established agreements.
• Coordinate conference room logistics, including room setup, catering arrangements, audio-visual support coordination, and overall meeting readiness.
• Administer key workplace safety programs, including the Emergency
• Management Program, Fire Warden Program, first aid supply management, and Automated External Defibrillator (AED) inspections and maintenance.
• Maintain accurate office records, including floor plans, seating assignments, occupancy data, and headcount reporting.
• Coordinate vendor and contractor activities, ensuring compliance with company policies, security requirements, and building regulations.
• Support office relocations, space reconfigurations, furniture installations, and workplace improvement initiatives.
• Assist with the planning and execution of employee engagement activities, workplace events, recognition programs, and office-sponsored functions.
• Partner with the Facilities Manager and broader Facilities team on special projects, process improvements, workplace initiatives, and other operational priorities as assigned
• Collaborate closely with property management, building engineering, tenant services, and other stakeholders to resolve issues, escalate concerns, and enhance the overall employee and workplace experience.

Key Competencies

• Customer Service & Employee Experience
• Workplace Operations & Administration
• Communication & Relationship Building
• Safety & Emergency Preparedness
• Event & Meeting Coordination
• Financial Administration & Cost Management
• Organization & Attention to Detail
• Problem Solving & Initiative
• Collaboration & Teamwork

Education/Certifications

• High school diploma or equivalent
• Experience/Minimum Requirements
• 5+ years of experience providing facilities and/or office service support in a professional office or corporate environment

Expectations

• Proficient in Microsoft Office applications and other workplace technology platforms
• Ability to manage multiple priorities in a fast-paced environment
• Ability to lift items weighing up to 50 lbs
• Working knowledge of office equipment, printers, copiers, and postage systems
• Strong organizational, planning, and problem-solving skills
• Excellent customer service, communication, and interpersonal skills
• Ability to build positive relationships and deliver a high-quality employee experience

Organizational Relationship
Reports to: Facilities Manager
Title(s) of direct reports (if applicable): N/A

Working Conditions: This role falls into our hybrid work model working in your assigned office approximately 80% of the time (4 days per week) and where you do your best work 20% (1 day per week). There is an expectation of collaboration with teammates and stakeholders for moments that matter that could require travel

Impellam Group and its brands are equal-opportunity employers committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, pregnancy or maternity, national origin, age, disability, veteran status, or any other factor determined to be unlawful under applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application, interview process, pre-employment activity, and the performance of crucial job functions.

If you require additional disability considerations, modifications, or adjustments please let us know by contacting HR-InfoImpellamNA@impellam.com or fill out this form to request accommodations.