Facilities Operations Coordinator

SUMMARY: The Facilities Operations Coordinator plays a key role in supporting the day-to-day operations and event logistics for the organization. This position is responsible for coordinating the preparation, maintenance, and reset of all facilities and equipment to ensure seamless event execution. Core responsibilities include managing inventory and supplies across multiple workspaces, supporting vehicle readiness, maintaining clean and organized facilities, and overseeing both pre- and post-event logistical tasks. The coordinator also contributes to ongoing process improvements by providing feedback, completing post-event reports, and updating standard operating procedures (SOPs). Success in this role requires strong organizational skills, attention to detail, and a proactive approach to operational efficiency.

DUTIES AND RESPONSIBILITIES:

Pre-Event Coordination & Preparation:

• Collaborate with all teams to gather and clarify all logistical details ahead of each event, ensuring seamless execution.

• Prepare and stage all beverages, condiments, and related supplies in advance of each event, ensuring accuracy and quality.
• Manage distribution, organization, and maintenance of staff uniforms to ensure all team members are event-ready.

• Support the pre-loading of vehicles with all necessary equipment, food, and supplies, based on event-specific requirements.

Inventory & Supply Management:

• Develop and maintain an organized inventory system for all operational areas, including the kitchen, prep room, storage room, sales office, design studio, logistics warehouse, and other designated spaces.

• Oversee inventory levels across all locations, ensuring supplies are well-stocked, accurately tracked, and readily accessible to the team.
• Place supply orders and coordinate store runs as needed to replenish stock and avoid shortages.
• Receive, log, and distribute incoming packages and deliveries, ensuring timely integration into inventory and operational workflows.
• Maintain cleanliness, organization, and functionality of each space, implementing regular checks and improvements as needed.

• Create and update standard operating procedures (SOPs) for all inventory and supply-related processes to drive consistency, efficiency, and team alignment.

Facility Maintenance & Cleaning:

• Ensure all suites and operational areas — including the kitchen, prep room, storage room, office spaces, and other designated rooms — are regularly cleaned, reset, and maintained to company standards.

• Assist in ensuring company vehicles are properly maintained, including regular fueling, cleaning, and basic upkeep.
• Perform light maintenance tasks as needed and promptly report any repairs or facility issues that require professional service.

• Uphold a clean, organized, and safe working environment across all facilities through routine checks and proactive upkeep.

Post-Event Operations & Reporting:

• Support the full logistics cycle of each event, including pre-event loading and staging of supplies, and post-event unloading of vehicles and equipment.

• Assist with post-event clean-up and resetting of workspaces to prepare for upcoming operations.
• Collaborate with the team to organize and execute reset days, ensuring all areas are restored to standard and ready for future use.
• Revise and update standard operating procedures (SOPs) as needed based on post-event evaluations and team feedback.

• Prepare and submit post-event reports to the Director of Event Experience & Design, outlining key successes, challenges encountered, and recommendations for improvement.

Additional Responsibilities:

• Other duties as assigned by management

QUALIFICATIONS:

• High school diploma or GED certificate (preferred).

• 1+ year of hospitality or event-related experience.
• Strong organizational and time-management skills.
• Excellent communication skills, with the ability to work cross-functionally across departments.
• Ability to work independently and take initiative.
• Reliable transportation and a valid driver’s license.

• Flexible schedule, including nights, weekends, and holidays as needed.

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

• The employee must frequently lift and/or move up to 40 pounds

• Required protective clothing: non-slip shoes