Facilities Coordinator

Description

Who we are:

United Way for Greater Austin brings our community together to break economic barriers and build opportunity for all. We break the cycle of economic hardships for families and individuals, striving to create a vibrant, thriving community. Recognizing the urgency of addressing economic challenges, we focus on increasing the availability of high-quality early care and education and access to pivotal resources to address financial barriers in Central Texas. Our united front includes dedicated donors, volunteers, corporate and civic partners, staff, and a connected network of neighbors. Together, we leverage data, community alliances, services, and public engagement to transform Central Texas, responding to urgent needs with lasting, impactful solutions.

Who we want:

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.   

Who you are:

• Action oriented: You take action on challenges, without unnecessary planning and identify and seize new opportunities. You display a can-do attitude in good and bad times and step up to handle tough issues. 
• Collaborates: You work cooperatively with all departments across the organization to achieve shared objectives and represent their interests while being fair to others and their area. You partner with others to get work done and credit others for their contributions and accomplishments — you garner the trust and support of others.
• Communicates effectively: You develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Ensure accountability: You follow through on commitments and make sure others do the same. You act with a clear sense of ownership and take personal responsibility for decisions, actions, and failures. You establish clear responsibilities and processes for monitoring work and measuring results and design feedback loops into work.   

What you’ll do:

Facilities & Workplace Operations

• 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 

Events & Physical Logistics

• 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

Mail, Shipping & Assets

• 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

Vendor Coordination

• 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

Collaboration & Communication

• 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

Documentation & Process Support

• 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 

What you’ll bring:

• 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
• 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
• Must be able to lift and position items weighing up to 50 lbs. 

What you’ll receive:

• Dynamic and rewarding work environment 
• Competitive Compensation 
• Hybrid Work Option 
• Employer 403(b) Matching 
• Employer-Sponsored Health Insurance (for employees) 
• Dental Insurance 
• Vision Insurance 
• Health Savings Account (HSA) 
• Flexible Spending Account (FSA) 
• Generous Paid Time Off (PTO) 
• Paid Parental Leave 
• FMLA 
• Employee Assistance Program (EAP)  

Notice: The job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Management has the right to assign or reassign duties and responsibilities at any time. United Way for Greater Austin is an “at-will” employer.