Facilities & IT Coordinator

The Facilities and IT Coordinator is responsible for ensuring a safe, efficient, and well-maintained physical work environment for our DC and Southern regional offices and showrooms, as well as providing essential coordination support for the IT department. This dual-focus role requires a highly organized, proactive, and customer-service-oriented individual capable of managing diverse operational and technical tasks across multiple locations.

• Schedule and support internal and external meetings, ensuring equipment is tested and ready before use.
• Collaborate with the IT and HR departments to ensure timely and accurate preparation and deployment of IT hardware for employee onboarding.
• Oversee the day-to-day operations and maintenance of multiple offices and showrooms in the DC and Southern regions.
• Assist in coordinating office moves, space planning, and furniture/equipment allocation for new and existing employees.
• Manage the secure packaging, shipping, and tracking of IT equipment to remote and regional employees.
• Assist the IT department with maintaining an accurate inventory of all physical IT assets across all designated locations.
• Support incident response by documenting and escalating security breaches or concerns.
• Maintain records of building access permissions and visitor logs.
• Serve as the primary point of contact for external vendors and contractors (e.g., cleaning services, HVAC, plumbing, electrical, security).
• Oversee security vendor relationships (guards, alarm monitoring, camera systems).
• Assist with event support (presentations, webinars, hybrid meetings, etc.) to ensure smooth technical execution.
• Partner with HR and IT to ensure proper access changes during onboarding and offboarding.
• Manage the tracking, inventory, and secure storage of all IT hardware.
• Assist in emergency preparedness planning (fire drills, evacuation routes, crisis response coordination).
• Coordinate the secure collection, cleaning, and decommissioning of IT equipment for employee offboarding.
• Coordinate the return or repair shipping of damaged equipment.
• Monitor AV system performance and report recurring issues or needed upgrades.
• Coordinate the end-to-end process for IT equipment (laptops, monitors, peripherals) for new hires and existing employees.
• Oversee mail and shipping logistics across locations.
• Monitor and report on building security systems (surveillance cameras, alarms, entry logs).
• Conduct regular facility inspections to identify and address maintenance needs, including general repairs, cleaning, and preventative maintenance.
• Assist with vendor contract negotiation, service level agreements, and invoice processing.
• Coordinate safety programs, including fire drills and emergency preparedness plans.
• Manage and maintain inventory for office supplies, breakroom supplies, and other facility-related materials.
• Provide basic training or quick guides for employees on use of AV systems.
• Ensure all facilities are compliant with local health, safety, and security regulations (e.g., fire, OSHA standards).
• Coordinate, schedule, and oversee maintenance, repair, and service work to ensure timely and quality completion.
• Coordinate setup, maintenance, and troubleshooting of conference room AV systems (displays, projectors, microphones, cameras, speakers).
• Maintain inventory of AV equipment and accessories (cables, remotes, adapters, etc.).
• Respond promptly to facilities-related requests, issues, and emergencies.
• Liaise with IT and vendors for AV equipment installation, upgrades, and repairs.
• Coordinate access control systems, including issuance and deactivation of employee ID badges and keycards.

• Basic technical proficiency with office IT hardware (laptops, printers, monitors) and a willingness to learn basic IT processes.
• 3–5 years of experience in facilities coordination, building maintenance, or related role.
• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• Exceptional communication and interpersonal skills to effectively liaise with employees, management, vendors, and the IT team.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with a Facilities Management (FM) or ticketing software is a plus.
• Willingness and ability to travel between Southern office locations as needed
• Ability to stand, walk, climb, bend, and perform physical tasks for extended periods.
• Experience in a multi-site or regional support role is highly desirable.
• Ability to lift up to 25 pounds and perform basic physical tasks related to facilities maintenance and equipment setup.
• Demonstrated ability to manage multiple vendors, contractors, and projects simultaneously across different physical locations.
• Strong organizational skills and attention to detail, with an ability to create and maintain meticulous records (e.g., work orders, equipment inventory).