Facilities Coordinator

Position: Facilities Coordinator I
Description

We are Addition Financial, a member-owned, not-for-profit financial cooperative, offering comprehensive financial solutions that help members achieve their financial goals. Shareholder profits do not drive us and never have. Since 1937, we have been on a mission to bring financial success and education to everyone and make a positive impact on the lives of our members and the communities we serve.

And we want your help to make that happen. We are looking for team members who not only want to do meaningful, challenging work, but who also have a heart for service.

Summary

The Facilities Coordinator I plays a critical role in supporting the daily operation, safety, and security of organizational facilities. This position combines facilities coordination, front desk operations, and administrative security support to ensure a professional, secure, and well-maintained environment for employees, members, vendors, and visitors.

The Facilities Coordinator I assists with vendor coordination, manages orders, supports maintenance of essential building systems, and serves as a primary point of contact at the front desk during assigned hours. The role also supports security operations, including access control administration, camera monitoring, badge issuance, and visitor management. The ideal candidate is detail-oriented, service-focused, able to work independently, and comfortable operating in a public-facing environment.

Duties and Responsibilities

Vendor Management and Coordination

• Perform document maintenance and assist with contract review for Facilities vendors.
• Coordinate vendor schedules, communicating timelines, expectations, and site requirements.
• Regularly assess vendor performance against agreed-upon service standards and report concerns to Facilities Management.
• Oversee vendor activities on-site to help ensure timely, safety, and satisfactory completion of work.

Work Order Management

• Monitor and manage the Facilities Work Order System.
• Provide regular updates to stakeholders regarding work order status and completion.
• Collaborate with Facilities Technicians to resolve issues efficiently.
• Perform minor repairs and corrective actions as needed.

Front Desk Operations

• Serve as the primary front desk contact during assigned hours.
• Greet and assist employees, members, vendors, and visitors in a professional and courteous manner.
• Manage visitor check-in/check-out procedures in accordance with security policies.
• Answer and route calls, emails, and inquiries related to Facilities and building access.
• Maintain front desk logs, records, and schedules as required.

Security Operations (Entry-Level)

• Monitor access control systems to ensure appropriate building entry and exit.
• Issue, track, and manage employee and visitor badges in accordance with security procedures.
• Monitor security cameras and report suspicious or unsafe activity to Facilities Management or Security leadership.
• Support enforcement of building access policies and procedures.
• Assist with incident documentation related to safety and security events.

Disaster Recovery & Security Documentation

• Assist in updating and maintaining the Disaster Recovery Manual.
• Assist in updating and maintaining the Security Manual, including procedures related to access control, visitor management, and incident response.
• Document minutes and action items from disaster recovery and security-related exercises or drills.

Tenant Relations

• Respond promptly to tenant complaints related to cleaning, maintenance, safety, or access concerns.
• Coordinate resolution of issues to ensure tenant satisfaction and operational continuity.
• Process contracts and tenancy-related documentation including invoices, service records, security reports, and other similar forms.

Task Tracking and Administration

• Utilize Microsoft products (Outlook, Excel, Word, Teams) to track Facilities and Security-related tasks, procurement, and invoicing.
• Maintain organized records for Facilities, front desk, and security activities.

Financial Responsibilities

• Perform general department-related accounting and invoicing activities.
• Support procurement efforts, including monitoring inventory levels and ordering materials for building services and Facilities projects.

Other Duties

• Perform additional Facilities, front desk, or security-related tasks as assigned by management.

Education, Experience, Requirements

Required

Preferred

Education level

High school diploma or GED equivalent

Certification(s)

N/A

Business, Facilities Management, Security-related coursework

Licensure(s)

N/A

Any applicable system/ program knowledge

Work Experience

• Experience in front desk, customer service, Facilities-related or administrative security support roles preferred.

Additional Requirements

• Proficiency with Microsoft Office products and general computer systems.
• Strong written and verbal English communication skills.
• Basic knowledge of building systems, including electrical, plumbing, and HVAC.
• Ability to follow and support enforcement of policies and procedures related to safety and…