Assistant Facility Coordinator - Office & Administrative Operations at Qalam

Carrollton, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Mar, 26

Salary

0.0

Posted On

06 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Project Coordination, Operations, Google Workspace, Microsoft 365, Zoom, Task Management, Scheduling, Event Logistics, Inventory Management, Communication Skills, Spreadsheet Skills, Vendor Management, Continuous Improvement, Problem Solving, Customer Service

Industry

Advertising Services

Description

About the role The Assistant Facility Coordinator (AFC) provides hands-on support that keeps our campus running day to day. Working closely with the Facility Manager, you help with workspace logistics, scheduling, travel and event arrangements, inventory, and other tactical pieces of facilities operations. If you enjoy smoothing out details, spotting small inefficiencies, and pitching in wherever needed, you will thrive here. What you'll do Office & Workspace Operations Assist the Facility Manager with maintaining clean, safe, productive office conditions each day. Help coordinate workspace setups for new hires, seat moves, and departmental re-configurations. Distribute and retrieve keys, door codes, and fobs, keeping the access log up to date. Scheduling & Facilities Coordination Support the Facility Manager by updating backend scheduling systems for security, cleaning, and event setups (enter data, book vendors, update shared calendars). Help manage complex calendars, room bookings, and meeting logistics (hospitality, room tech, signage). Route service tickets in the facilities system, follow up with vendors or technicians, and confirm closure. Travel & Event Logistics Assist with arranging staff and guest travel (flights, hotels, ground transport) and preparing itineraries or welcome packets. Prepare gifts, welcome kits, or event collateral; handle shipping and receiving for off-site programs. Coordinate catering orders for meetings, monthly staff lunches, and weekly snack restocks. Help execute event setups and room resets - seating layouts, AV setup, and tear-down. Procurement, Invoices & Inventory Support real-time inventory tracking of office supplies, IT peripherals, and event materials; perform counts and trigger re-orders within approved thresholds. Submit routine purchase requests and track delivery status; receive and organize deliveries. Collect vendor invoices, upload required documentation, and monitor payment status. Project Tracking & Continuous Improvement Assist with updating project plans, task boards, and milestone checklists in Asana or ClickUp. Respond to ad-hoc staff requests (print jobs, shipments, minor troubleshooting). Document standard operating procedures (SOPs) and suggest workflow improvements. Provide backup support to project managers on timelines, status reports, and stakeholder communication. Qualifications Required Qualifications 2+ years in office administration, project coordination, operations, or related role. Proficiency with Google Workspace or Microsoft 365, Zoom, and a task-management platform (Asana, ClickUp, Trello). Ability to juggle shifting priorities and meet deadlines with minimal supervision. Friendly, service-oriented communication skills (written and verbal). Basic spreadsheet skills for inventory and expense tracking; familiarity with vendor portals or purchase-order systems. Availability for occasional evening or weekend event support. Preferred Qualifications Experience supporting facilities or workplace-safety processes. Exposure to learning-management or event-registration tools (Teachable, Thinkific, Eventbrite). Familiarity with basic project-management concepts (Agile, Waterfall).

Responsibilities

The Assistant Facility Coordinator supports the Facility Manager in maintaining office operations, workspace logistics, and event arrangements. Responsibilities include managing schedules, coordinating travel, and ensuring inventory is tracked and replenished.