We are seeking a proactive and detail-oriented Facilities Coordinator to join our team. This role is crucial in ensuring the smooth operation of our office environment and supporting our dynamic work culture.

As a Facilities Coordinator at Apptronik, you will be responsible for coordinating day-to-day facilities operations, maintaining a secure and efficient work environment, and ensuring the well-being of our employees. You will work closely with different departments to manage furniture/equipment builds, maintenance & repairs, vendor coordination, and facilities infrastructure.

ESSENTIAL DUTIES AND RESPONSIBILITIES / KEY ACCOUNTABILITIES

• Maintenance & Repairs: Oversee facility maintenance and repairs, ensuring timely resolution of issues and scheduling preventative maintenance for equipment, HVAC, plumbing, and electrical systems.
• Vendor Management: Coordinate facilities-related needs, record completion of services, and track invoices from external partners (e.g., suppliers, general contractors).
• Space Planning & Office Management: Support office moves, workstation setups, and layout changes to optimize space and ensure ergonomic, efficient workspaces.
• Health and Safety Compliance: Work with the Facilities Manager to ensure compliance with health and safety regulations, implementing best practices to maintain a safe working environment.

• Administrative Tasks: Maintain facility records, vendor contracts, and compliance documents while handling purchase orders, invoices, and budget tracking.

• Physical Security: Monitor physical security systems, including alarms, security cameras, and badge access, ensuring the safety of the office premises.
• Cross-Functional Collaboration: Work collaboratively with various departments to support operational needs and address any facilities-related issues.

SKILLS AND REQUIREMENTS

• Communication Skills: Excellent verbal and written communication skills; ability to interact professionally with employees, vendors, and visitors.
• Technical Skills: Familiarity with office equipment, G-Suite, and security systems; ability to troubleshoot office-related issues.
• Safety Knowledge: Understanding of safety regulations and best practices for office environments.
• Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and priorities efficiently.
• Results-Driven: Focused on delivering results and continuously improving operational efficiency.
• Innovative Mindset: Ability to foster innovation and identify opportunities for process improvements and cost reductions.
• Adaptability: Ability to thrive in a fast-paced, startup environment with changing needs and priorities.
• Judgment: Sound judgment and decision-making abilities in various situations.

PREFERRED SKILLS

• Lease Negotiation: Experience supporting or managing lease negotiations for commercial real estate, including understanding lease terms, coordinating with legal teams, and assisting in landlord communications.
• Facilities Management Software (FMS/FMA): Familiarity with facilities management software or tools (e.g., FM: Systems, Archibus, iOFFICE, or similar) for tracking maintenance, space planning, and asset management.
• Budgeting and Financial Management: Experience managing facility budgets and expenses, negotiating contracts with vendors and contractors, and monitoring/reporting on operational costs and forecasts.

EDUCATION AND EXPERIENCE

• At least 3+ years of experience in Facilities, Office Management, or a similar role.
• High school diploma or equivalent required, Associate or Bachelor’s degree in facilities management, engineering, construction or data analytics is preferred
• Bilingual in Spanish preferred.