Facilities Coordinator

Vintti is revolutionizing remote staffing by prioritizing time zone alignment. We connect US-based SMBs, startups, and firms with Latin American professionals who work synchronously with US schedules. This approach ensures that businesses can maintain their usual workflows, conduct real-time meetings, and collaborate effectively without the typical challenges of working across disparate time zones.

A Facilities Coordinator plays a crucial role in managing and maintaining an organization's physical workspace. This position involves overseeing various aspects of facility operations, from ensuring a safe and efficient working environment to liaising with vendors and coordinating maintenance and repair activities. Facilities Coordinators are responsible for space planning, asset management, and implementing workplace policies. They work closely with other departments to support the infrastructure needs of the organization, contributing to overall productivity and employee satisfaction. Their role is essential in creating a well-organized, functional, and comfortable environment for all occupants.

- Bachelor's degree in Facilities Management, Business Administration, or a related field
- Proven experience as a Facilities Coordinator or in a similar role
- Strong knowledge of facilities management best practices and industry standards
- Proficiency in using facilities management software and tools
- Excellent organizational and multitasking skills
- Strong problem-solving and decision-making abilities
- Good interpersonal and communication skills
- Ability to work well under pressure and manage multiple priorities
- Knowledge of HVAC, plumbing, electrical systems, and general building maintenance
- Familiarity with safety and health regulations
- Experience managing vendor relationships and external service providers
- Attention to detail and strong analytical skills
- Ability to conduct facility inspections and identify maintenance issues
- Experience with space planning and office layout adjustments
- Financial management skills, including budgeting and expenditure tracking
- Ability to implement sustainability initiatives and practices
- Capable of handling emergency situations and implementing preparedness plans
- Familiarity with inventory management and procurement processes
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

- Monitor and manage day-to-day facility operations
- Coordinate and oversee HVAC, plumbing, electrical, and general building maintenance
- Conduct regular facility inspections for safety, security, and maintenance
- Manage relationships with external service providers and vendors
- Handle space planning and layout adjustments
- Track and manage inventory of office supplies and facility-related materials
- Respond to facility-related requests and complaints from employees
- Ensure compliance with building operations and safety regulations
- Coordinate and support office moves and relocations
- Oversee scheduling and management of meeting rooms and common areas
- Facilitate and manage cleaning and janitorial services
- Implement and oversee health and safety protocols, including emergency plans and drills
- Maintain records of facility-related expenditures
- Assist in budget planning and tracking
- Support sustainability initiatives within the facility
- Collaborate with other departments on facility-related projects and initiatives
- Provide administrative support for facility-related projects, including documentation and reporting

The ideal candidate for the Facilities Coordinator role will possess a Bachelor's degree in Facilities Management, Business Administration, or a related field, complemented by proven experience in a similar capacity. They will demonstrate a strong command of facilities management best practices and industry standards, underscored by proficiency in facilities management software and tools. This individual will be detail-oriented, with an exceptional ability to identify and address maintenance, safety, and compliance issues proactively. They will exhibit strong leadership skills, adept at managing and coordinating multiple tasks and projects simultaneously, while maintaining a proactive approach to potential facility-related challenges. Excellent communication skills, both verbal and written, will be essential for effective interactions with employees, vendors, and external service providers. The ideal candidate will showcase outstanding organizational skills, ensuring efficient scheduling, inventory management, and accurate documentation. They will be resourceful problem solvers, capable of thinking on their feet and making sound decisions under pressure. A strong customer service orientation will enable them to respond effectively to employee requests and complaints, while professionalism and integrity will guide their management of sensitive information. Technological adeptness, paired with proficiency in Microsoft Office Suite, will further enhance their ability to perform in this role. Demonstrated capability to work both independently and within a collaborative team environment, adaptability to changing priorities, and a commitment to health, safety, and sustainability practices will set this candidate apart. High stamina, physical capability for conducting inspections, and strong analytical and negotiation skills for managing expenditures and vendor contracts will be invaluable assets, ensuring the smooth and efficient operation of the facility.

- Monitor and manage the day-to-day operations of the facility, ensuring that all equipment and systems are functioning properly.
- Coordinate and oversee maintenance and repair activities for the facility, including HVAC, plumbing, electrical, and general building maintenance.
- Conduct regular inspections of the facility to identify and address any safety, security, or maintenance issues.
- Manage relationships with external service providers and vendors, ensuring timely and cost-effective delivery of services.
- Handle space planning and layout adjustments to optimize the use of the facility.
- Track and manage inventory of office supplies and facility-related materials, placing orders as needed.
- Respond to and resolve facility-related requests and complaints from employees in a timely manner.
- Ensure compliance with all local, state, and federal regulations related to building operations and safety.
- Coordinate and support office moves and relocations, including planning, scheduling, and communications.
- Oversee the scheduling and management of meeting rooms, common areas, and other shared spaces.
- Facilitate and manage cleaning and janitorial services to maintain a clean and sanitary working environment.
- Implement and oversee health and safety protocols, including emergency preparedness plans and drills.
- Maintain records of facility-related expenditures and assist in budget planning and tracking.
- Support sustainability initiatives within the facility, including waste reduction, energy conservation, and recycling programs.
- Collaborate with other departments on facility-related projects and initiatives to ensure smooth operations.
- Provide administrative support for facility-related projects, including documentation, reporting, and communication.

- Detail-oriented with a keen eye for identifying maintenance and safety issues
- Strong leadership skills with the ability to manage and coordinate multiple tasks and projects
- Proactive and able to anticipate and resolve potential facility issues before they escalate
- Excellent communication skills, both verbal and written, for effective interactions with employees, vendors, and external service providers
- Strong organizational skills to manage scheduling, inventory, and compliance documentation
- Resourceful problem solver with the ability to think on their feet
- High level of professionalism and integrity in managing sensitive and confidential information
- Technologically adept, with proficiency in using facilities management software and other relevant tools
- Strong customer service orientation with the ability to respond to employee requests and complaints effectively
- Demonstrated ability to work independently as well as collaboratively within a team environment
- Adaptable and flexible, capable of adjusting to changing priorities and demands
- High stamina and physical capability to conduct inspections and manage facility-related tasks
- Commitment to health, safety, and sustainability practices within the facility
- Analytical mindset for tracking and managing expenditures and assisting with budget planning
- Strong negotiation skills for managing vendor contracts and service agreements

- Competitive salary range based on experience and qualifications
- Comprehensive health, dental, and vision insurance
- Retirement savings plan with employer matching contributions
- Paid time off (PTO) including vacation, sick leave, and holidays
- Flexible work schedule with potential for remote work options
- Professional development and training opportunities
- Tuition reimbursement for further education and certification
- Employee assistance programs (EAP) for mental health and counseling
- Life and disability insurance coverage
- Opportunities for career advancement and growth within the organization
- Performance-based bonuses and incentives
- Wellness programs including gym memberships and fitness classes
- On-site parking or transportation reimbursement
- Employee discount programs with partner organizations
- Collaborative and inclusive work environment
- Company-sponsored social events and team-building activities
- Recognition and rewards programs for outstanding performance