Facilities Coordinator

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring innovative ideas to solve challenging problems. Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there is something here for everyone. 

Your Role

The Facilities Coordinator will work closely with the Workplace Managers to support all business functions and activities. The Facilities Coordinator will work to maintain a clean and safe work environment for employees, and will be the first point of contact for internal customers seeking support and information. The Facilities Coordinator will provide additional support in the following areas: reception, service requests, catering and meeting services, daily office operations, coordination of internal and external storage, and under the guidance of the Office Facilities Manager, will manage outside contractors and provide external events support.

What You Will Do

Reception Support:

• Perform all duties related to the reception including call and visitor handling
• Meet, greet, and announce visitors in a professional manner
• Facilitate equipment reservations
• Provide mail service support including creating shipping labels and arranging courier services

Conference/Meeting Room Setup and Catering:

• Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily
• Organize catered meals and requests for special equipment, as required
• Perform daily maintenance and inventory of basic meeting room equipment such as tables and chairs, projector screens, lighting, and heating/air conditioning
• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms and throughout the general office area
• Communicate regularly with employees requesting meeting services to verify requirements and expedite changes

Facilities Support:

• Perform regular walkthrough of the facility, recording down lights, items in need of repair or replacement, and maintaining cleanliness and furniture arrangements
• Report failed equipment, technology resources, furniture repair items, and report accordingly via internal tenant service request or to Office Facilities Manager
• Monitor the local Facilities Services mailbox and respond promptly to inquiries to maintain the overall cleanliness and order/organization of the office space.
• Assist with the coordination of workstation moves and other space adjustments to meet business needs

Your Qualifications

• Ability to stand and walk for extended periods of time
• 5+ years of experience providing support in an office setting
• Must be able to lift 50 lbs. and with assistance, items weighing more than 50 lbs.
• Must be an action-oriented, strong critical thinker with a desire to learn
• Must be organized and detail-oriented with the ability to prioritize tasks to meet multiple deadlines
• Must have excellent verbal and written communication skills
• Prior experience in a fast-paced, corporate office setting. Experience in the Architecture; Interior Design; Engineering; or Real Estate Development industries is a plus
• Prior experience in an administrative, customer service or receptionist role preferred
• General knowledge of facilities management preferred