Facilities Coordinator
 Gannett | |
 United States, Arizona, Phoenix | |
 Jul 03, 2026 | |
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The Facilities Coordinator is a key member of the Corporate Operations team at The Arizona Republic, responsible for creating a safe, well-functioning, and professionally managed workplace environment. This role serves as the primary point of contact for all facility, vendor, and service- related matters, ensuring that staff has the resources and support they need to perform at their best. The Facilities Coordinator acts with discretion, professionalism, and a strong customer-service orientation in every interaction. ESSENTIAL DUTIES & RESPONSIBILITIES Supplies & Inventory Management • Maintain adequate inventory of all office supplies, kitchen/breakroom, and operational materials through proactive monitoring. • Place orders with approved vendors promptly; track deliveries and reconcile orders against receipts and invoices. • Maintain organized supply storage. Security Guard Administration • Serve as the primary management liaison to the on-site security guard team, coordinating schedules, coverage gaps, and post assignments. • Communicate daily operational needs, special event requirements, and visitor protocols to security staff and their supervisory chain. • Escalate security incidents and concerns to the Corporate Security Director, Operations, and local leadership, p er established protocols. • Review vendor performance and maintain documentation of incident reports. Parking Administration • Manage issuance, tracking, and retrieval of employee parking passes and visitor parking validations. • Maintain an accurate, current parking assignment log; coordinate with HR on new hires, terminations, and status changes to communicate to the parking operator. • Serve as the point of contact for employee parking inquiries and dispute resolution. • Coordinate with the property management company on parking facility issues, access control, and policy updates. Mail Management • Receive, sort, and distribute all incoming mail, courier packages, and overnight deliveries (FedEx, UPS, USPS, Amazon Business, etc.). • Log all inbound shipments and notify recipients promptly; maintain chain-of-custody documentation for sensitive or high-value packages. • Coordinate outgoing mail and overnight shipments, including account management for courier billing and service levels. • Maintain a secure staging area for package receipt and pick-up consistent with building access protocols. Property Management Interface • Serve as the primary tenant-side contact for all property management communications, including routine, urgent, and emergency matters. • Submit, track, and follow up on work orders for repairs, maintenance, HVAC, electrical, plumbing, and other building system issues. • Coordinate janitorial and cleaning services, including scheduling and resolution of service deficiencies. • Maintain a log of open and resolved maintenance requests; report recurring issues to leadership and advocate for timely resolution. • Ensure compliance with building rules, lease obligations, and health and safety standards in coordination with property management. General Office Operations • Serve as a welcoming and knowledgeable point of contact for employees, visitors, vendors, and contractors. • Support onboarding logistics for new employees including badge issuance and workstation or office assignments. • Maintain orderly, professional common areas including lobbies, conference rooms, and kitchen facilities. • Assist with special projects, events, and cross-functional initiatives as assigned by leadership. QUALIFICATIONS • High school diploma or GED required. Associate or bachelor's degree in business administration or related field preferred. • Minimum three (3) years of progressive office management, facilities coordination, or administrative services experience. • Prior experience managing vendor relationships, service contracts, or on-site security functions strongly preferred. • Media, publishing, or corporate newsroom environment experience a plus. • Exceptional organizational skills and ability to manage multiple priorities simultaneously in a fast-paced environment. • Strong interpersonal and communication skills; professional demeanor with all levels of staff and external contacts. • High degree of reliability, discretion, and sound independent judgment. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with facilities management or work order systems preferred. • Ability to lift and move packages up to 30 lbs.; comfortable with a primarily on-site, active work environment. #LI-NR2 The hourly rate for this role will range between $19.23 and $24.04. Base compensation is reflective of many factors, including, but not limited to, the market in which one lives/works, individual education level, skills, certifications, and experience. Note: variable compensation is not reflected in these figures and, based on the role, may be applicable. | |