Facilities Coordinator

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

General Responsibilities:

- Reception & Front Desk Support

- Greet and welcome visitors, clients, candidates, and vendors in a professional and friendly manner.

- Manage visitor sign-in procedures and maintain visitor logs.

- Answer, screen, and direct incoming phone calls.Receive, sort, distribute, and prepare incoming and outgoing mail and packages.

- Monitor reception and common areas to ensure a professional appearance.Assist employees with general office inquiries and administrative support needs.

- Coordinate conference room scheduling and prepare meeting spaces as needed.

- Facilities Coordination

- Conduct routine office walkthroughs to identify maintenance, safety, cleanliness, or operational issues.

- Submit and track facility service requests with property management and external vendors.

- Coordinate office maintenance activities, repairs, preventative maintenance, and vendor visits.

- Monitor office supplies, breakroom inventory, and facility-related consumables; place orders as needed.

- Support office moves, workstation setups, and seating arrangements.

- Maintain inventory of office equipment, kitchens, conference rooms, and hospitality supplies, and coordinate service calls when repairs are required.

- Assist with building access management, badge administration, and key control processes.

- Partner with Environmental Health & Safety (EHS) and leadership teams to support workplace safety initiatives.

- Vendor & Service Management

- Serve as the primary point of contact for janitorial, maintenance, courier, and office service vendors.

- Schedule and coordinate vendor visits while ensuring compliance with site requirements.

- Track vendor performance and escalate service issues as necessary.

- Support invoice review and documentation related to facilities services.

- Employee Experience & Office Support

- Ensure breakrooms, conference rooms, and shared spaces remain clean, stocked, and functional.

- Coordinate office events, employee meetings, and workplace activities.

- Support onboarding activities including workspace readiness, building access, and office orientation.

- Assist with emergency preparedness initiatives, including maintaining emergency contact lists and coordination of evacuation procedures.

- Promote a positive workplace environment through responsive customer service and proactive support.

- Administrative Duties

- Maintain facility records, service logs, and vendor documentation.

- Prepare reports related to office operations, supplies, and facility activity.

- Follow company policies, procedures, and workplace standards.

- Perform other office services and administrative duties as assigned.

Qualifications:

- Required
High school diploma or equivalent.
2+ years of experience in office administration, reception, facilities coordination, or workplace services.
Strong customer service and interpersonal skills.
Excellent verbal and written communication abilities.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
Ability to manage multiple priorities in a fast-paced environment.
Strong organizational skills and attention to detail.
Ability to work independently and exercise sound judgment.
Experience supporting corporate office environments.
Experience working with facilities management systems or service request platforms.
Knowledge of workplace safety procedures and building operations.
Experience coordinating vendors and office projects.

Core Competencies
Customer Service Excellence
Professional Communication
Organization and Time Management
Problem Solving
Attention to Detail, Accountability, Adaptability, Teamwork and Collaboration

Physical Requirements
Ability to move throughout the office and facility regularly.
Ability to lift and transport office supplies or packages up to 25 pounds.
Ability to stand, walk, bend, and reach as needed to support workplace operations.