The Facilities Coordinator is a key member of the Corporate Operations team at The Arizona Republic, responsible for creating a safe, well-functioning, and professionally managed workplace environment. This role serves as the primary point of contact for all facility, vendor, and service-related matters, ensuring that staff has the resources and support they need to perform at their best. The Facilities Coordinator acts with discretion, professionalism, and a strong customer-service orientation in every interaction.
ESSENTIAL DUTIES & RESPONSIBILITIES
Supplies & Inventory Management
• Maintain adequate inventory of all office supplies, kitchen/breakroom, and operational materials through proactive monitoring.
• Place orders with approved vendors promptly; track deliveries and reconcile orders against receipts and invoices.
• Maintain organized supply storage.
Security Guard Administration
• Serve as the primary management liaison to the on-site security guard team, coordinating schedules, coverage gaps, and post assignments.
• Communicate daily operational needs, special event requirements, and visitor protocols to security staff and their supervisory chain.
• Escalate security incidents and concerns to the Corporate Security Director, Operations, and local leadership, per established protocols.
• Review vendor performance and maintain documentation of incident reports.
Parking Administration
• Manage issuance, tracking, and retrieval of employee parking passes and visitor parking validations.
• Maintain an accurate, current parking assignment log; coordinate with HR on new hires, terminations, and status changes to communicate to the parking operator.
• Serve as the point of contact for employee parking inquiries and dispute resolution.
• Coordinate with the property management company on parking facility issues, access control, and policy updates.
Mail Management
• Receive, sort, and distribute all incoming mail, courier packages, and overnight deliveries (FedEx, UPS, USPS, Amazon Business, etc.).
• Log all inbound shipments and notify recipients promptly; maintain chain-of-custody documentation for sensitive or high-value packages.
• Coordinate outgoing mail and overnight shipments, including account management for courier billing and service levels.
• Maintain a secure staging area for package receipt and pick-up consistent with building access protocols.
Property Management Interface
• Serve as the primary tenant-side contact for all property management communications, including routine, urgent, and emergency matters.
• Submit, track, and follow up on work orders for repairs, maintenance, HVAC, electrical, plumbing, and other building system issues.
• Coordinate janitorial and cleaning services, including scheduling and resolution of service deficiencies.
• Maintain a log of open and resolved maintenance requests; report recurring issues to leadership and advocate for timely resolution.
• Ensure compliance with building rules, lease obligations, and health and safety standards in coordination with property management.
General Office Operations
• Serve as a welcoming and knowledgeable point of contact for employees, visitors, vendors, and contractors.
• Support onboarding logistics for new employees including badge issuance and workstation or office assignments.
• Maintain orderly, professional common areas including lobbies, conference rooms, and kitchen facilities.
• Assist with special projects, events, and cross-functional initiatives as assigned by leadership.
QUALIFICATIONS
• High school diploma or GED required. Associate or bachelor’s degree in business administration or related field preferred.
• Minimum three (3) years of progressive office management, facilities coordination, or administrative services experience.
• Prior experience managing vendor relationships, service contracts, or on-site security functions strongly preferred.
• Media, publishing, or corporate newsroom environment experience a plus.
• Exceptional organizational skills and ability to manage multiple priorities simultaneously in a fast-paced environment.
• Strong interpersonal and communication skills; professional demeanor with all levels of staff and external contacts.
• High degree of reliability, discretion, and sound independent judgment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with facilities management or work order systems preferred.
• Ability to lift and move packages up to 30 lbs.; comfortable with a primarily on-site, active work environment.
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The hourly rate for this role will range between $19.23 and $24.04. Base compensation is reflective of many factors, including, but not limited to, the market in which one lives/works, individual education level, skills, certifications, and experience. Note: variable compensation is not reflected in these figures and, based on the role, may be applicable.
