Facilities Coordinator

Job TypeFull-timeDescriptionUnited Way for Greater Austin Facilities Coordinator Department: System and Operations Regular, Full-time, Non-ExemptWho we are:United Way for Greater Austin brings our community together to break economic barriers and build opportunity for all. We break the cycle of economic hardships for families and individuals, striving to create a vibrant, thriving community. Recognizing the urgency of addressing economic challenges, we focus on increasing the availability of high-quality early care and education and access to pivotal resources to address financial barriers in Central Texas. Our united front includes dedicated donors, volunteers, corporate and civic partners, staff, and a connected network of neighbors. Together, we leverage data, community alliances, services, and public engagement to transform Central Texas, responding to urgent needs with lasting, impactful solutions.Who we want:The Facilities Coordinator will be responsible for the day-to-day coordination of facilities, physical operations, and event logistics to ensure safe, functional, and well-maintained workspaces that support staff and organizational activities. This role focuses on coordination, oversight, and execution of facilities-related services.To be successful In this role, you must have a service-oriented mindset, strong follow-through, and the ability to work independently with leadership set priorities. You will manage vendor relationships and partner with internal teams and external vendors to ensure facilities, mail services, and events run smoothly and consistently.Who you are:Action oriented: You take action on challenges, without unnecessary planning and identify and seize new opportunities. You display a can-do attitude in good and bad times and step up to handle tough issues.Collaborates: You work cooperatively with all departments across the organization to achieve shared objectives and represent their interests while being fair to others and their area. You partner with others to get work done and credit others for their contributions and accomplishments - you garner the trust and support of others.Communicates effectively: You develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences.Ensure accountability: You follow through on commitments and make sure others do the same. You act with a clear sense of ownership and take personal responsibility for decisions, actions, and failures. You establish clear responsibilities and processes for monitoring work and measuring results and design feedback loops into work. What you'll do:Facilities & Workplace OperationsCoordinate day-to-day facilities service request (maintenance, cleaning, repairs, access issues)Serve as primary on-site contact for facilities related vendors and service providersMonitor workspace conditions to ensure safety, functionality, and readinessSupport physical access management (keys, badges, access requests) in coordination with SystemsTrack facilities issues through resolution and ensure service qualityCoordinate emergency response planning and training in partnership with internal stakeholders and building management, ensuring preparedness and compliance Events & Physical LogisticsCoordinate logistics for organizational events, including room setup, furniture, equipment, and vendor accessSupport event setup and breakdown in collaboration with internal teams and vendorsEnsure event spaces are prepared and operational according to requirementsAct as on site point of contact during events for facilities related needs Mail, Shipping & AssetsManage incoming and outgoing mail and package delivery processesCoordinate shipping, receiving, and distribution of physical materialsSupport tracking and organization of physical assets as neededCoordinate and maintain records management processes, including oversight of offsite document storage and physical storage solutions Vendor CoordinationCoordinate facilities, event, and building service vendorsMonitor vendor performance and service levelsEscalate vendor issues or service concerns to the DirectorEnsure vendors follow organizational policies and site requirements Collaboration & CommunicationWork closely with the Project Coordinator to support cross-functional requests (events, access, incidents)Partner with the Project Coordinator on facilities related project workCommunicate status updates and issues clearly to stakeholdersContribute to a positive, service oriented staff experience Documentation & Process SupportFollow established SPOs for facilities and operations servicesProvide input for process improvements and documentation updatesMaintain accurate records related to facilities requests and vendor activity What you'll bring:3-5 years of experience in facilities coordination, operations support, workplace services, or event supportExperience coordinating third-party vendors and service providersStrong organizational skills and effective time managementAbility to manage multiple requests and shifting prioritiesStrong communication and customer service skillsComfort working in a lean, fast paced, service-oriented environmentAbility to be on site and physically present as requiredPreferred experience supporting organizational or nonprofit eventsPreferred familiarity with ticketing or service request systemsPreferred experience with building access coordination or physical security processesPreferred background in nonprofit, education, healthcare, or other mission driven organizationsMust be able to lift and position items weighing up to 50 lbs. What you'll receive:Dynamic and rewarding work environmentCompetitive CompensationHybrid Work OptionEmployer 403(b) MatchingEmployer-Sponsored Health Insurance (for employees)Dental InsuranceVision InsuranceHealth Savings Account (HSA)Flexible Spending Account (FSA)Generous Paid Time Off (PTO)Paid Parental LeaveFMLAEmployee Assistance Program (EAP) This position is located in Austin, Texas, and reports directly to the Director of Systems and Technology.Notice: The job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Management has the right to assign or reassign duties and responsibilities at any time. United Way for Greater Austin is an "at-will" employer.Salary Description