Facilities & Executive Concierge Support Specialist

Summary:

The Facilities & Executive Concierge Support Specialist provides hands-on operational support for corporate facilities and high-touch concierge assistance to designated senior executives.

This position supports the day-to-day needs of the workplace while also assisting with authorized executive needs, including errands, executive residence support, vehicle maintenance activities, deliveries, appointments, and other logistical requests.

The role is primarily execution- and service-focused. The Specialist works under the direction of Facilities leadership, Executive Administration, or other designated leaders and assists with carrying out established plans, service requests, maintenance activities, and executive needs rather than independently managing facilities, properties, vendors, or executive programs.

The ideal candidate is dependable, resourceful, service-oriented, and comfortable performing a wide variety of hands-on responsibilities. The position requires a high degree of professionalism, flexibility, discretion, responsiveness, and attention to detail.

Essential Job Duties and Responsibilities:

Facilities & Workplace Support

• Provide day-to-day support for corporate facilities and workplace operations.

• Perform routine office walkthroughs to maintain cleanliness, safety, and operational readiness.

• Respond to facility work orders and coordinate maintenance, repairs, inspections, and vendor access.

• Prepare workspaces, conference rooms, and common areas for employees, executives, meetings, and visitors.

• Assist with office moves, workstation setups, furniture, equipment, deliveries, and supply inventory.

• Support employee onboarding, offboarding, and workspace relocations.

• Maintain the overall appearance and functionality of corporate facilities.

• Provide transportation of company or executive vehicles for scheduled service appointments.

Executive Concierge Support

• Assist with authorized package delivery, purchases, gifts, and special requests.

• Support time-sensitive executive needs with professionalism, discretion, and responsiveness.

• Partner with Executive Assistants and designated personnel to coordinate executive support activities.

Executive Residence Support

• Provide authorized operational and logistical support at designated executive residences, as assigned.

Meetings & Hospitality Support

• Assist with executive meetings, leadership events, and special functions, including room setup, hospitality, and event support.

Confidentiality & Professional Conduct

• Maintain the highest level of confidentiality regarding company, executive, and family information.

• Protect sensitive information related to executive schedules, residences, travel, security, personal matters, and company business.

• Handle all information in accordance with company policies and authorized access requirements.

Expense & Authorization

• Follow established purchasing, authorization, and expense procedures.

• Obtain required approvals before making purchases or commitments.

• Maintain accurate receipts, documentation, and reconciliation of authorized corporate credit card expenses.

Other Job Duties and Responsibilities:

• Performs other related duties as assigned.

• Comply with all company policies and procedures.

• Maintain regular and punctual attendance.

Supervisory Responsibilities:

• This position is an individual contributor.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Strong customer-service and interpersonal skills.

• Demonstrated reliability, professionalism, and discretion.

• Ability to follow instructions and carry out requests with minimal supervision.

• Strong organizational skills and attention to detail.

• Ability to manage multiple requests and adjust to changing priorities.

• Resourceful and willing to assist with a broad range of responsibilities.

• Ability to communicate effectively with executives, employees, vendors, service providers, and visitors.

• Ability to handle confidential and sensitive information appropriately.

• Valid driver’s license and acceptable driving record required when driving is an essential function of the position.

Education and/or Experience:

• High school diploma or equivalent.

• Previous experience in facilities support, workplace services, hospitality, concierge services, executive support, property services, maintenance support, or a similar service-oriented position preferred.

Certificates, Licenses, Registrations:

• None Required

Work Complexity:

Problems and issues faced are generally routine, but often require interpretation of company procedures or policies to resolve problems.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed in a typical interior office work environment which does not subject the employee to any hazardous or unpleasant elements. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Over 50 lbs. may require assistance.

Equal Employment Opportunity:

The company is committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, color, sex, marital status, sexual orientation, gender identity or expression, pregnancy, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws.

Americans with Disabilities Act:

Applicants as well as employees who are or become disabled must be able to satisfactorily perform the essential job functions of the position either with or without reasonable accommodation. Applicants as well as employees are encouraged to meet with Human Resources as the organization shall review reasonable accommodations on a case-by-case basis in accordance with applicable law.

Job Responsibilities:

The statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job and should not be considered as an all-inclusive list of all the work requirements of the position. The company may change the specific job duties with or without prior notice based on the needs of the organization.