Facilities Coordinator

Facilities Coordinator

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Austin, USA

Reporting To: BIO Manager, North America

The Facilities Coordinator will play an important role in improving the functionality, safety, and appearance of our Austin office, working closely with the Business Infrastructure & Operations (BIO) team. We are looking for an enthusiastic team player, with a hands‑on approach to support with all aspects of facilities, maintenance, safety, access control, security and office enhancement on a day‑to‑day basis. The position’s primary objective is to cultivate and maintain an environment that places the utmost importance on the well‑being, comfort, efficiency, and functionality of all office occupants – be they employees, clients, or visitors.

The Austin office recently relocated to a spacious headquarters site in a central location in Mueller, and this role will play a key part in ensuring it remains a well‑functioning, productive, and engaging workplace for our dynamic team.

• Carry out daily facility operations, including daily cleaning, maintenance, and repairs.
• Oversee the work of maintenance staff and external service providers.
• Coordinate and send clear office‑wide or regional communications (via Outlook, Teams, etc.) regarding facilities updates, building notices, and planned office work.
• Submit and track work orders with the property management team; help triage day‑to‑day office requests related to parking, access control, security, and building amenities services.
• Monitor and respond to employee facilities requests through the internal BIO ticketing system, ensuring timely follow‑up and resolution.
• Maintain compliance with local health and safety regulations and environmental standards;
  • Ensuring all building systems (HVAC, electrical, plumbing, etc.) operate efficiently and safely
  • Develop and update emergency plans and maintain readiness of safety systems such as AEDs and first aid kits
  • Conduct regular safety audits and drills to ensure a safe working environment
  • Maintain compliance with local building codes, health and safety regulations, and environmental standards
  • Conduct regular safety inspections and risk assessments to identify and address potential hazards
• Coordinate with external vendors and contractors, including scheduling work, providing access, and confirming completion of services.
• Generate purchase orders for facilities‑related expenses and assist with monthly expense tracking and reconciliation.
• Cover office reception duties and support internal events as needed.
• Prepare routine status updates for BIO leadership on facilities activities, office issues, and improvement opportunities.
• Support annual ISO/SOC2 office recertification efforts by maintaining required facilities documentation and processes.
• Maintain organized and accurate tracking logs for ergonomic desk accommodation, safety documentation, and other facilities compliance records.

Required Attributes:

• At least 3 to 6 years of facilities, office operations, or building support experience
• Comfortable performing basic handyman repairs and physical tasks as part of daily work
• Proven experience in building and facilities, preferably in a corporate or professional services environment
• Proficient with standard workplace tools such as Outlook or Microsoft Office Suite
• Basic understanding of Audio/Visual conferencing systems
• Knowledge of building systems, maintenance, and safety protocols
• Attention to detail and a proactive approach to problem‑solving
• Familiarity with health and safety regulations, office security, and compliance requirements
• Demonstrated ability to work independently and prioritize multiple, high‑priority tasks
• Negotiation and contract management skills, particularly in dealing with office service providers and vendors
• Exceptional communication and interpersonal skills, with the ability to engage with stakeholders at all levels
• Ability to adapt to changing priorities and work under tight deadlines in a fast‑paced environment
• This role is required to work in‑office 5 days per week

The successful candidate…