Facility Coordinator

Vintti is a staffing agency with a unique mission: to create win-win scenarios for both US businesses and Latin American professionals. We address the challenges faced by SMBs, startups, and firms in finding the right talent, as well as the aspirations of skilled Latin American workers seeking international opportunities. By bridging this gap, Vintti enables US companies to access a wealth of untapped talent, while providing Latin American professionals with pathways to expand their careers on a global scale. Our approach cultivates a symbiotic ecosystem that benefits all parties involved.

A Facility Coordinator plays a vital role in managing and maintaining the day-to-day operations of a company's physical spaces. This includes ensuring that buildings, equipment, and grounds are safe, functional, and well-maintained. They coordinate services such as cleaning, security, and general maintenance, responding to facility-related issues and requests. By liaising with vendors and service providers, they ensure timely and cost-effective solutions. A Facility Coordinator also monitors inventory and supplies, oversees space planning, and adheres to health and safety regulations. Their organizational skills and attention to detail are essential in providing a productive and comfortable working environment.

- High school diploma or equivalent; Bachelor’s degree in facility management, business administration, or a related field preferred.
- Proven experience as a facility coordinator or in a similar role.
- Strong knowledge of facility management processes and principles.
- Familiarity with health, safety, and environmental regulations.
- Excellent organizational and multitasking abilities.
- Proficiency with facility management software and tools.
- Effective communication and interpersonal skills.
- Ability to perform well under pressure and prioritize tasks.
- Experience in coordinating with maintenance staff and external contractors.
- Basic understanding of HVAC, plumbing, and electrical systems.
- Strong problem-solving skills and detail-oriented.
- Ability to respond promptly and effectively to emergencies.
- Knowledge of preventive maintenance programs and schedules.
- Experience in managing inventory and procurement processes.
- Capability to oversee and guide janitorial services.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to draft and update policies, procedures, and protocols.
- Familiarity with budgeting and expense tracking.
- Valid driver’s license and reliable transportation.
- Capability to conduct training sessions on safety and emergency procedures.
- Strong negotiation skills for vendor and contractor management.

- Monitor and manage facility conditions for cleanliness, safety, and operability.
- Conduct regular inspections to identify and address maintenance issues.
- Coordinate repairs and upkeep with maintenance staff and external contractors.
- Schedule and book shared spaces, conference rooms, and event areas.
- Maintain and reorder inventory of equipment and supplies.
- Ensure compliance with health, safety, and environmental regulations.
- Respond promptly to emergencies and staff or visitor issues.
- Oversee setup and breakdown of events, meetings, and activities.
- Communicate with building management and security for efficiency and safety.
- Track and report facility-related expenses, ensuring budget adherence.
- Implement and manage preventive maintenance schedules.
- Support and guide the janitorial team in maintaining cleanliness and order.
- Address and resolve workplace hazards and safety concerns.
- Ensure proper functioning of HVAC, plumbing, and electrical systems.
- Assist in managing mailroom operations.
- Coordinate IT support for maintaining facility IT infrastructure.
- Draft and update facility-related policies and procedures.
- Handle and document requests for additional resources or accommodations.
- Conduct training sessions on safety protocols and emergency procedures.
- Develop and maintain a network of preferred vendors for services and supplies.

The ideal candidate for the Facility Coordinator role is a highly detail-oriented and proactive professional with a proven track record in facility management or a similar role. They possess a deep understanding of facility management processes, health, safety, and environmental regulations, and have hands-on experience with HVAC, plumbing, and electrical systems. A Bachelor's degree in facility management, business administration, or a related field is preferred, but equivalent experience is highly valued. Exceptional organizational and multitasking abilities are complemented by strong problem-solving skills and the capacity to stay calm and effective under pressure. They excel in both independent and team settings, demonstrating a strong work ethic, professional integrity, and the ability to lead and guide maintenance and janitorial staff effectively. The ideal candidate has excellent communication and interpersonal skills, proficiency with facility management software, and a solid grasp of Microsoft Office Suite. They are adept at managing budgets, tracking expenses, and handling procurement processes with a solution-focused mindset. With a customer service-oriented approach, they can foresee and address potential issues before they escalate, and maintain positive relationships with vendors, contractors, and internal stakeholders. Their adaptability in a fast-paced environment, coupled with a commitment to continuous learning and improvement, sets them apart as a resourceful and dedicated professional in facility coordination.

- Monitor and manage the overall condition of the facility to ensure a clean, safe, and operational environment.
- Conduct regular inspections of the premises and equipment to identify and rectify any maintenance issues.
- Coordinate with maintenance staff and external contractors to ensure timely repairs and upkeep of the facility.
- Manage the scheduling and booking of shared spaces, conference rooms, and event areas.
- Maintain inventory of equipment and supplies, and reorder essentials as needed.
- Ensure compliance with health, safety, and environmental regulations and standards.
- Respond promptly to emergencies and issues reported by staff or visitors, providing solutions or escalating as necessary.
- Oversee the setup and breakdown of events, meetings, and other activities within the facility.
- Communicate with building management and security teams to maximize the efficiency and safety of the facilities.
- Track and report facility-related expenses, ensuring budget adherence and procurement processes are followed.
- Implement and oversee preventive maintenance schedules to extend the life of equipment and the facility.
- Provide support and guidance to the janitorial team to maintain cleanliness and order.
- Address and resolve any workplace hazards or safety concerns raised by employees or visitors.
- Ensure all facility systems (HVAC, plumbing, electrical) are functioning properly and coordinate necessary repairs.
- Assist in managing mailroom operations, including receiving and distributing packages and mail.
- Coordinate with IT support to maintain the functionality of IT infrastructure in the facility.
- Draft and update facility-related policies, procedures, and protocols to ensure efficient operations.
- Handle and document requests for additional resources or special accommodations within the facility.
- Conduct training sessions for staff on safety protocols and emergency procedures.
- Develop and maintain a network of preferred vendors for facility services and supplies.

- Strong attention to detail
- Excellent communication skills, both verbal and written
- High degree of professional integrity and reliability
- Proactive and self-motivated
- Ability to work independently and as part of a team
- Strong problem-solving abilities
- Adaptability and flexibility in a fast-paced environment
- Strong organizational and multitasking skills
- Customer service-oriented mindset
- Ability to remain calm under pressure
- Strong leadership and team management skills
- Technical aptitude and hands-on approach
- Strong work ethic and commitment to excellence
- Resourcefulness and initiative
- Capacity to foresee and address potential issues before they escalate
- Diplomatic and able to handle confidential information discreetly
- Positive attitude and approach towards continuous learning and improvement
- Ability to build and maintain strong professional relationships
- Exceptional time management skills
- Solution-focused mindset and ability to think critically

- Competitive salary range
- Comprehensive health, dental, and vision insurance
- Paid time off (PTO) and holidays
- 401(k) retirement plan with company match
- Professional development and training opportunities
- Career advancement potential within the organization
- Flexible work schedule options
- Employee assistance program (EAP)
- Life and disability insurance
- Tuition reimbursement program
- Subsidized public transportation or parking benefits
- Wellness programs and gym membership discounts
- Company-sponsored events and team-building activities
- Work-life balance support such as flexible hours or remote work options
- Access to preferred vendor discounts and services
- Collaborative and supportive work environment