Facilities & IT Coordinator

Job Summary:

The Facilities and IT Coordinator is responsible for ensuring a safe, efficient, and well-maintained physical work environment for our DC and Southern regional offices and showrooms, as well as providing essential coordination support for the IT department. This dual-focus role requires a highly organized, proactive, and customer-service-oriented individual capable of managing diverse operational and technical tasks across multiple locations.

Essential Duties and Responsibilities:

• Building Operations and Maintenance:
• Oversee the day-to-day operations and maintenance of multiple offices and showrooms in the DC and Southern regions.
• Conduct regular facility inspections to identify and address maintenance needs, including general repairs, cleaning, and preventative maintenance.
• Respond promptly to facilities-related requests, issues, and emergencies.

Vendor and Contractor Management:

• Serve as the primary point of contact for external vendors and contractors (e.g., cleaning services, HVAC, plumbing, electrical, security).
• Coordinate, schedule, and oversee maintenance, repair, and service work to ensure timely and quality completion.
• Assist with vendor contract negotiation, service level agreements, and invoice processing.

Safety and Compliance:

• Ensure all facilities are compliant with local health, safety, and security regulations (e.g., fire, OSHA standards).
• Coordinate safety programs, including fire drills and emergency preparedness plans.

Inventory and Supplies:

• Manage and maintain inventory for office supplies, breakroom supplies, and other facility-related materials.
• Oversee mail and shipping logistics across locations.

Office Moves and Space Planning:

• Assist in coordinating office moves, space planning, and furniture/equipment allocation for new and existing employees.

Audio-Visual (AV):

• Coordinate setup, maintenance, and troubleshooting of conference room AV systems (displays, projectors, microphones, cameras, speakers).
• Schedule and support internal and external meetings, ensuring equipment is tested and ready before use.
• Liaise with IT and vendors for AV equipment installation, upgrades, and repairs.
• Maintain inventory of AV equipment and accessories (cables, remotes, adapters, etc.).
• Provide basic training or quick guides for employees on use of AV systems.
• Monitor AV system performance and report recurring issues or needed upgrades.
• Assist with event support (presentations, webinars, hybrid meetings, etc.) to ensure smooth technical execution.

Security

• Coordinate access control systems, including issuance and deactivation of employee ID badges and keycards.
• Maintain records of building access permissions and visitor logs.
• Oversee security vendor relationships (guards, alarm monitoring, camera systems).
• Monitor and report on building security systems (surveillance cameras, alarms, entry logs).
• Support incident response by documenting and escalating security breaches or concerns.
• Partner with HR and IT to ensure proper access changes during onboarding and offboarding.
• Assist in emergency preparedness planning (fire drills, evacuation routes, crisis response coordination).

Hardware Lifecycle Management:

• Coordinate the end-to-end process for IT equipment (laptops, monitors, peripherals) for new hires and existing employees.
• Manage the tracking, inventory, and secure storage of all IT hardware.

Onboarding and Offboarding Logistics:

• Collaborate with the IT and HR departments to ensure timely and accurate preparation and deployment of IT hardware for employee onboarding.
• Coordinate the secure collection, cleaning, and decommissioning of IT equipment for employee offboarding.

Asset Management Assistance:

• Assist the IT department with maintaining an accurate inventory of all physical IT assets across all designated locations.

Shipping and Logistics:

• Manage the secure packaging, shipping, and tracking of IT equipment to remote and regional employees.
• Coordinate the return or repair shipping of damaged equipment.

Required Skills and Qualifications:

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 3–5 years of experience in facilities coordination, building maintenance, or related role.
• Demonstrated ability to manage multiple vendors, contractors, and projects simultaneously across different physical locations.
• Strong organizational skills
• Basic technical proficiency with office IT hardware (laptops, printers, monitors) and a willingness to learn basic IT processes.
• Experience in a multi-site or regional support role is highly desirable.
• Proficiency in Microsoft Office Suite
• Ability to lift up to 25 pounds
• Ability to stand, walk, climb, bend, and perform physical tasks for extended periods.
• Willingness and ability to travel between Southern office locations as needed