Job Description
Facilities Coordinator - 12 month Contract - San Jose
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We're looking for a proactive, highly organised Facilities Coordinator to join the infrastructure team of a fast-growing advanced manufacturing/technology company. This role sits at the heart of the facilities function, acting as the "quarterback" for the administrative layer across both hard services (repair & maintenance) and soft services (food & beverage, workplace experience).
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You'll support a Facilities Manager who oversees two senior leads: one running repair and maintenance operations (HVAC, electrical, plumbing, security) across a team of facility technicians, and one running soft services (food & beverage, desk and conference room management). You will not manage people directly, but you will be the connective tissue that keeps both functions running smoothly day to day.
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Key Responsibilities
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- Open and manage purchase orders with existing vendors
- Manage and dispatch tickets via ServiceNow (triaging and flagging, not resolving directly)
- Administer office space software: desk assignments, relocations, and new hire desk onboarding
- Coordinate VIP and executive conference room bookings
- Liaise with vendors on utilities, logistics, payments, and paperwork
- Identify and help implement longer-term fixes for recurring operational issues (e.g. resolving root causes of late vendor payments, rather than repeatedly raising POs as a workaround)
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Scope & Environment
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- Approximately 1 million square feet across 13-14 locations
- Includes two headquarters buildings, two manufacturing facilities, and an airport-based site among the most demanding locations
- Around 1,100 employees and contractors currently managed through the desk/space software
- Fully on-site, Monday to Friday, standard business hours (this is not a hybrid role)
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What We're Looking For
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- Background as a senior lead or junior/low-level manager (this role does not involve direct people management)
- Hands-on facilities experience: repair and maintenance, janitorial services, utilities
- A project management mindset — someone who proactively solves problems rather than just processing tickets and requests
- Strong systems literacy: experience with ServiceNow, Monday.com, or similar platforms
- Ability to stay organised under pressure and manage high volumes of requests
- Excellent communication skills and comfort liaising with vendors across finance, supply chain, and people operations
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Contract Details
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- Contract position, with potential to convert to permanent after approximately 12 months
- On-site role, five days a week
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