Facilities Coordinator 5

Job Title: Facilities Coordinator / Moves Coordinator Job Description
This role combines facilities coordination with a strong focus on move management and space planning within a large, fast-paced corporate campus. You will coordinate internal employee relocations, support space utilization strategies, and handle a high volume of administrative and ticket-based work while providing excellent client-facing service. The position begins as a contract role with a planned conversion to full-time employment, offering the opportunity to grow with a rapidly expanding organization and play a key role in ensuring smooth workplace transitions and efficient use of office space.
Responsibilities
- Plan and execute internal employee relocations, including desk changes, department moves, and office reconfigurations, while minimizing disruption to business operations.
- Create detailed move schedules, timelines, and project plans, coordinating closely with employees, IT teams, facilities staff, and external vendors.
- Serve as the primary point of contact for employees during relocations, clearly communicating packing requirements, move dates, expectations, and process steps.
- Collaborate with facilities teams to develop and maintain floor plans, workspace assignments, and seating charts that align with space utilization strategies and workplace standards.
- Track, update, and maintain accurate documentation of all workspace configurations and office layouts, ensuring records remain current.
- Manage relationships with moving companies, furniture installers, and other service providers, including obtaining competitive quotes and overseeing the quality of their work.
- Coordinate move schedules, access requirements, and logistics with building management and security teams to ensure safe and efficient execution.
- Maintain comprehensive records of furniture, equipment, and technology assets being relocated, ensuring that all items are accounted for and nothing is lost or misplaced.
- Update and manage move databases, floor plans, and CMMS documentation with a high level of precision and attention to detail.
- Create detailed move reports and document lessons learned to continuously improve move processes and service delivery.
- Address and resolve issues that arise during moves, including schedule conflicts, damaged items, and unforeseen logistics challenges, while maintaining clear communication with stakeholders.
- Develop contingency plans to support business continuity and minimize operational impact during relocations and reconfigurations.
- Support employee onboarding and offboarding processes related to workspace assignments, ensuring new hires and departing employees have appropriate workspace arrangements.
- Manage procurement activities and vendor follow-up for move-related services and supplies, ensuring timely delivery and adherence to requirements.
- Handle several hundred facilities and move-related tickets per month, prioritizing and resolving requests efficiently and accurately.
- Perform administrative tasks associated with facilities coordination, move planning, and ticket management, maintaining organized records and documentation.
- Leverage CMMS and space planning tools to track work orders, moves, and facilities activities, ensuring data integrity and completeness.
- Engage in regular walking across a large campus to verify workspace setups, oversee moves, and coordinate with on-site teams, while primarily working from a desk-based environment.
- Provide professional, client-facing service and maintain strong working relationships with internal stakeholders at all levels of the organization.
- Demonstrate flexibility and adaptability as business needs, workplace configurations, and organizational priorities evolve over time.
Essential Skills
- 1–2 years of experience in moves coordination, facilities management, workspace planning, or a closely related field.
- Strong written and verbal communication skills with the ability to interact professionally across all organizational levels in a client-facing role.
- Advanced computer proficiency, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
- Experience using Computerized Maintenance Management Systems (CMMS).
- Experience with space planning and floor plan management software.
- Experience working with database management tools for tracking moves, assets, and facilities data.
- Exceptional organizational skills and meticulous attention to detail in planning and executing moves and facilities activities.
- Proven ability to manage multiple simultaneous projects and competing priorities in a fast-paced environment.
- Strong problem-solving skills with the ability to develop creative solutions under pressure and respond effectively to unexpected challenges.
- Demonstrated vendor management experience, including coordinating services and monitoring performance.
- Ability to work independently with minimal supervision while maintaining accountability and high-quality outcomes.
- Valid driver's license with the ability to travel to multiple sites within approximately a 10-mile radius.
- High school diploma or equivalent educational background.
- Customer service mindset with the ability to provide responsive, professional support to internal clients.
- Familiarity with facilities maintenance and facility management concepts.
- Comfort working in a role that is heavily administrative and ticket-driven, with a high volume of requests.
- Good computer skills and the ability to quickly learn and use new platforms and tools.
Additional Skills & Qualifications
- Project management certification or formal project management training.
- Experience coordinating corporate office moves or large-scale workplace reconfigurations.
- background in commercial property management or corporate real estate.
- Familiarity with workplace strategy and space utilization best practices.
- Experience with AutoCAD, Revit, or similar space planning applications.
- Knowledge of office furniture systems and workplace ergonomics.
- Previous experience working in a corporate campus or multi-building environment.
- Experience with HVAC, facilities maintenance, or broader facility operations is beneficial.
- Demonstrated ability to thrive in a fast-paced, growing company environment.
- Comfort working in a role that requires both desk-based work and frequent movement around a large campus.
Work Environment
This position is based on-site at a large corporate campus and follows a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. The role is primarily desk-based, focused on administrative tasks, planning, and ticket management, but requires a meaningful amount of walking across the campus to oversee moves, verify workspace setups, and coordinate with on-site teams. The environment is fast-paced and dynamic, reflecting a growing organization with evolving workplace needs and frequent internal moves. The role uses a variety of technologies, including CMMS platforms, space planning and floor plan management tools, database management systems, and the Microsoft Office Suite. Free parking is available on-site, with contractors typically parking in an adjacent lot near the headquarters. The position may require occasional travel to multiple sites within a roughly 10-mile radius using a personal vehicle. The dress code aligns with a professional corporate office setting, where you are expected to present yourself in a polished and professional manner while interacting with employees, vendors, and other stakeholders.
Job Type & Location
This is a Contract position based out of Costa Mesa, CA.
Pay and Benefits
The pay range for this position is $10.00 - $10.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Costa Mesa,CA.
Application Deadline
This position is anticipated to close on Sep 29, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.