Facilities and Administrative Coordinator

JOB SUMMARY

Salary range: $22.00 - $25.00 per hour.

Work location: Vancouver, WA.

Holland is seeking a service and detail-oriented, professional to join our dedicated and collaborative Facilities team at our corporate office in vibrant downtown Vancouver, Washington. The Facilities and Administrative Coordinator is responsible for overseeing the front desk experience and supporting the daily operations of the corporate office, ensuring a professional, efficient, and welcoming environment. This role provides administrative, facility, and operational support by coordinating vendors relationships, facilitating maintenance and service requests, and assisting with procurement and interdepartmental administrative functions in accordance with Holland Partner Group’s Core Values.

ESSENTIAL JOB FUNCTIONS

• Oversee the corporate reception desk, maintaining continuous coverage during business hours and ensuring consistent, professional, and welcome service to all visitors and callers.
• Answer, screen, and transfer incoming phone calls and emails, ensuring timely and accurate responses.
• Coordinate and distribute incoming and outgoing mail, packages, and courier services.
• Serve as the primary point of contact for all office and facility-related inquiries, ensuring efficient coordination of services and requests.
• Coordinate with property management and vendors for building maintenance, repairs, and service requests, ensuring issues are resolved promptly.
• Maintain and oversee the upkeep of general office areas, including kitchens, supply rooms, conference rooms, and common areas, ensuring a professional and functional environment.
• Monitor and maintain office and facility supply inventory, coordinating the ordering, receipt, and distribution of supplies across departments.
• Assist the Procurement team with vendor coordination, contract documentation, and routing of incoming and outgoing FedEx shipments.
• Support procurement workflow in ConnectWise or other designated systems, ensuring timely tracking and resolution of requests.
• Collaborate with vendors to ensure adherence to service level expectations and cost-efficient operations.
• Oversee workspace setup for new employees, including access fobs, parking, and office supply assignments.
• Assist with scheduling, meeting coordination, office events, and event planning, including preparation of conference rooms and catering arrangements.
• Provide administrative support such as data entry, document preparation, correspondence, and expense reporting.
• Assist with reconciling department purchasing card transactions and invoices, ensuring compliance with company policies.
• Coordinate and maintain seasonal décor, ensuring spaces reflect company standards and culture.
• Collaborate across departments to improve administrative systems, documentation, and workflow efficiency.
• Represent Holland Partner Group in a professional manner at all times.
• Perform all other duties as directed and assist the overall team effort.

JOB REQUIREMENTS

Education:  High School Diploma or equivalent is required.

Experience:  Two (2) years’ experience in an office environment required. Corporate administrative and/or reception experience strongly preferred.

Knowledge, Skills and Abilities Required:

• Strong verbal and written communication skills.
• Excellent organizational and time-management skills with attention to detail.
• Demonstrated ability to prioritize and handle multiple tasks in a fast-paced environment.
• Strong customer service orientation and collaborative approach.
• Demonstrated discretion and ability to maintain confidentiality.
• Proactive, self-motivated, and adaptable to change.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and service or procurement management systems (e.g., ConnectWise, EZO, etc.).
• Analytical and problem-solving abilities with a focus on continuous improvement.
• Ability to work effectively with all levels of individuals while inspiring respect and credibility.

Attendance: This full-time position requires regular and punctual attendance compliant with the schedule set to meet company needs.  Additional hours or overtime may be required. 

This position also requires:

• Ability to lift or move up to twenty (20) pounds.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Fluency in English both verbally and non-verbally.

Benefits: Holland is proud to offer a competitive and comprehensive benefits package, with enrollment eligibility beginning first day of the month following date of hire, that includes health care benefits (Medical, Dental, Vision, HSA, FSA), income replacement (Long-term Disability) and retirement savings through our 401(k). Supplemental benefits are also available (Accident, Hospital Indemnity, Critical Illness, Short-term Disability, Commuter FSA) and we are proud to offer our Employee Assistance Program (EAP) and Tuition Reimbursement. We offer Paid Time Off (PTO) and state mandated Paid Sick Leave, paid holidays, the opportunity for our employees to get involved in their communities using Volunteer Time Off (VTO), and a generous Sabbatical after every 5 years of service. There are also opportunities to share in the success of the company through our profit share programs.