Office & Facilities Coordinator

SUMMARY

Havtech is seeking a highly organized and detail-oriented Office & Facilities Coordinator to join our team. This position is ideal for a proactive, hands-on professional who enjoys balancing administrative responsibilities with active workplace support, contributing to a positive and efficient office environment. This position will play a key role in ensuring smooth day-to-day office operations, supporting facilities management activities, coordinating workplace services, and helping create an exceptional experience for employees and guests.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.

• Serve as backup support for the Front Desk, providing coverage for breaks, absences, and vacation periods- ensuring a professional and welcoming experience for employees and visitors.
• Manage office, kitchen, and janitorial inventories by monitoring stock levels, ordering supplies, and maintaining organized storage areas.
• Coordinate facility maintenance and repair activities, including scheduling vendors, tracking progress, communicating progress, and ensuring timely resolution of issues.
• Assist in the development, implementation, and ongoing administration of facility and maintenance management programs, including documentation, recordkeeping, and process improvement initiatives.
• Support the execution of company meetings, events, and workplace activities, including catering coordination, room setup, audiovisual equipment support, and onsite customer service.
• Respond to workplace and operational requests in a timely manner, ensuring a high level of customer service and support.
• Assist with office moves, workstation setup, and space planning activities as needed.
• Perform additional duties and special projects to support business and departmental objectives.

ESSENTIAL SKILLS AND ATTRIBUTES

• Positive, poised, and cheerful demeanor. Must be outgoing and genuinely enjoy interacting and collaborating with people at all levels of the organization professionally.
• Outstanding phone etiquette and the capacity to always provide exceptional customer service.
• Excellent interpersonal, written, and verbal communication skills.
• Problem-solving and critical-thinking skills.
• Strong organizational skills, attention to detail, and the ability to prioritize multiple competing demands.
• Enthusiastic and committed to job responsibilities and the company’s missions and values.

QUALIFICATIONS

• 1 year of related equivalent experience; Associate’s or Bachelor’s degree preferred
• Experience utilizing standard office equipment (printers, copiers, faxes, scanners, etc.)
• Knowledge of the Teams VOIP phone system is preferred but not required.
• Must have a working knowledge of Microsoft Office (Outlook, Excel, Word, and PowerPoint), Web-enabled applications, and database software, and intermediate-level experience with Excel.
• Ability to lift approximately 15-20 lbs.
• Available to work in office 8:00 a.m.-5:00 p.m., Monday through Thursday, and Friday 8:00 a.m.-4:00 p.m..

The salary range listed is an expected range, the actual salary will be determined by education, experience, skills and alignment with local market data. The range is one component of the total compensation for employees.

PHYSICAL DEMANDS

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move 10-25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment varies.

DECLARATION

Human Resources retains the sole right and discretion to change this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination