Job Description
Facilities & Workplace Coordinator
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On-Site — Arlington, VA (4 Days/Week)
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Initial 12mth contract, likely to be longer term
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Pay rate: $38–$46/hr
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We are actively seeking a Facilities & Workplace Coordinator to join our client's Operations team. This dual-function role is essential to keeping our client's commercial FM operations moving and delivering a consistent, high-quality workplace experience across a geographically dispersed office portfolio spanning Arlington, Brooklyn, Los Angeles, and Denver.
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The majority of your time will be dedicated to supporting commercial facilities management — managing the ticket queue, coordinating vendors and work orders, and serving as the primary on-site point of contact for technicians, customers, and internal stakeholders. The remaining 25% is focused on owning workplace operations at the Arlington corporate office and coordinating with our Los Angeles, Denver, and Brooklyn locations.
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This role is based at our client's corporate office — the company’s primary corporate address — and serves as the on-site hub for corporate mail receipt, distribution, and routing to the appropriate teams. The Arlington base also provides east coast coverage for the facilities group, supporting response times across the eastern portfolio and time zone alignment with field operations.
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This role reports directly to the Facilities Operations Manager. The right candidate is organized, communicative, and comfortable operating across multiple priorities and locations with a high degree of independence.
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Responsibilities
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Commercial Facilities Management — 75%
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- Manage and triage the active FM ticket queue; ensure timely, consistent responses and updates to customers and stakeholders in alignment with established SLAs.
- Maintain accurate and up-to-date work orders across the portfolio; drive vendor communication and follow-through from dispatch to resolution and close-out.
- Serve as the primary on-site point of contact for vendors, contractors, and service technicians at the Arlington office; receive and direct field resources as needed.
- Manage spare parts inventory coordination, including inbound receipt at the Arlington office and outbound shipping logistics to field sites.
- Partner with the charging and technical operations teams on facilities-related communications, coordination, and site access logistics.
- Coordinate with the security team for site access, badging, and vendor clearance processes across commercial sites.
- Communicate directly with customer-side facilities teams to assist in updating work plans, access schedules, and field communications.
- Support the Facilities Operations Manager and Director with ad hoc facilities projects, reporting, and operational follow-through.
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Workplace Operations — 25%
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- Own day-to-day workplace FM needs across all four office locations, with primary on-site responsibility at the Arlington corporate headquarters and remote coordination for Los Angeles, Denver, and Brooklyn.
- Serve as the on-site hub for companies corporate mail receipt; sort, log, and distribute incoming mail and packages physically or electronically to the appropriate teams and individuals.
- Manage vendor relationships and service contracts for workplace services, including cleaning, maintenance, coffee and water machines, and office equipment rentals.
- Serve as the primary contact for the property management relationship at the Arlington office; coordinate with WeWork for the Denver location.
- Administer employee parking arrangements at the Arlington office and coordinate parking programs at other locations as needed.
- Maintain office supplies, snacks and beverages, coffee and water machine servicing, and general office equipment.
- Manage all mail, shipping, and receiving administration at the Arlington headquarters.
- Plan and coordinate workplace events, team gatherings, and in-office leadership meetings across sites.
- Partner with the security team for visitor access management, badging, and guest logistics across all sites.
- Partner with the Executive Office to ensure seamless in-office leadership and executive guest support.
- Partner with IT to ensure all in-office technology is operational — conference rooms, workstations, printers, internet, AV, and TVs.
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Experience
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- 3–5 years of experience in facilities coordination, commercial FM, workplace operations, or a closely related field.
- Demonstrated experience supporting facilities and workplace operations across a geographically dispersed or multi-site portfolio, with the ability to manage remote locations independently and with strong follow-through.
- Hands-on experience with FM ticketing systems, work order platforms, or CRM tools — such as ServiceNow, Zendesk, Salesforce, Facilio, UpKeep, or Fiix.
- Experience coordinating with external vendors, contractors, and property management contacts across varied lease structures.
- Strong organizational skills with a proven ability to manage multiple concurrent priorities, maintain accurate records, and meet SLA timelines across locations and time zones.
- Excellent written and verbal communication skills; comfortable interfacing with customers, vendors, property managers, and internal leadership.
- Experience handling corporate mail administration, including receipt, sorting, logging, and routing of physical and electronic correspondence.
- Proficiency in Google Workspace and/or Microsoft 365.
- Based in the Arlington, VA area with reliable ability to be in the office 4 days per week.
- Willingness and ability to travel to Los Angeles, Denver, and Brooklyn offices 1–2 times per year.
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Nice-to-Have
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- Background in commercial real estate, EV charging infrastructure, energy technology, or a field services environment.
- Experience supporting multi-site portfolios spanning multiple states or time zones, with a mix of direct lease and managed co-working environments.
- Familiarity with spare parts inventory management and shipping logistics coordination.
- Prior experience supporting executive operations or leadership in an office setting.
- Exposure to physical security coordination, site access protocols, or vendor credentialing processes.
- Familiarity with Facilio specifically.
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Work Style & Location
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- On-site at the Arlington, VA corporate office four days per week; one flexible day per week.
- Must be Arlington/DC metro area-based; this role is not eligible for remote-only arrangements.
- Approximately 1–2 trips per year to Los Angeles, Denver, and Brooklyn office locations.
- East coast hours provide facilities coverage alignment for the broader national team.
- Must be available to respond to facility or workplace issues outside standard business hours on an as-needed basis.
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