Assistant Facility Coordinator - Office & Administrative Operations

About Qalam

• Qalam is a dynamic nonprofit organization committed to serving communities through Islamic education, spiritual development, and impactful programs. With multiple operational tiers—including educational institutions, community programming, travel, media, and development—Qalam functions across various entities under a unified vision.

About the role

• The Assistant Facility Coordinator (AFC) provides hands-on support that keeps our campus running day to day. Working closely with the Facility Manager, you help with workspace logistics, scheduling, travel and event arrangements, inventory, and other tactical pieces of facilities operations. If you enjoy smoothing out details, spotting small inefficiencies, and pitching in wherever needed, you will thrive here.

What you'll do

• Office & Workspace Operations
• Assist the Facility Manager with maintaining clean, safe, productive office conditions each day.
• Help coordinate workspace setups for new hires, seat moves, and departmental re-configurations.
• Distribute and retrieve keys, door codes, and fobs, keeping the access log up to date.
• Scheduling & Facilities Coordination
• Support the Facility Manager by updating backend scheduling systems for security, cleaning, and event setups (enter data, book vendors, update shared calendars).
• Help manage complex calendars, room bookings, and meeting logistics (hospitality, room tech, signage).
• Route service tickets in the facilities system, follow up with vendors or technicians, and confirm closure.
• Travel & Event Logistics
• Assist with arranging staff and guest travel (flights, hotels, ground transport) and preparing itineraries or welcome packets.
• Prepare gifts, welcome kits, or event collateral; handle shipping and receiving for off-site programs.
• Coordinate catering orders for meetings, monthly staff lunches, and weekly snack restocks.
• Help execute event setups and room resets - seating layouts, AV setup, and tear-down.
• Support real-time inventory tracking of office supplies, IT peripherals, and event materials; perform counts and trigger re-orders within approved thresholds.
• Submit routine purchase requests and track delivery status; receive and organize deliveries.
• Collect vendor invoices, upload required documentation, and monitor payment status.
• Assist with updating project plans, task boards, and milestone checklists in Asana or Click Up.
• Respond to ad-hoc staff requests (print jobs, shipments, minor troubleshooting).
• Document standard operating procedures (SOPs) and suggest workflow improvements.
• Provide backup support to project managers on timelines, status reports, and stakeholder communication.

Qualifications

• Required Qualifications
• 2+ years in office administration, project coordination, operations, or related role.
• Proficiency with Google Workspace or Microsoft 365, Zoom, and a task-management platform (Asana, Click Up, Trello).
• Ability to juggle shifting priorities and meet deadlines with minimal supervision.
• Friendly, service-oriented communication skills (written and verbal).
• Basic spreadsheet skills for inventory and expense tracking; familiarity with vendor portals or purchase-order systems.
• Availability for occasional evening or weekend event support.
• Preferred Qualifications
• Experience supporting facilities or workplace-safety processes.
• Exposure to learning-management or event-registration tools (Teachable, Thinkific, Eventbrite).
• Familiarity with basic project-management concepts (Agile, Waterfall).