Job Title: Facilities Coordinator 3

Job Description

The Facilities Coordinator is responsible for supporting the Workplace Manager in planning and executing internal meetings and events. This role includes managing reservations, room setup, catering, rentals, and audio/visual requirements. The coordinator will serve as the main point of contact for meetings and events held in the on-site conference center and will assist with off-site events as necessary. This position requires exceptional customer service and communication skills, as it is client-facing and involves front desk responsibilities to maintain professionalism and security protocols.

Responsibilities

Serve as the primary client contact for conference center bookings, responding to all requests promptly.Consult with clients to determine event needs, including space requirements, physical setup, AV, and technical requirements, catering, and event support.Manage all conference center operations and logistics, including scheduling through client scheduling software.Coordinate room setup/breakdown, catering services, equipment rentals, and audio/visual support.Collaborate with vendors, facilities staff, and service providers to ensure excellent coordination and execution with minimal disruption.Maintain meeting rooms and collaboration spaces in pristine, ready-to-use condition when unoccupied.Consistently deliver high standards of care during events, exceed client expectations, and anticipate needs.Establish rapport and maintain relationships with events and conference clients.Provide a warm, professional welcome to all guests, managing the full arrival through departure experience.Conduct daily site walk checklists to ensure flawless execution and identify any defects or safety concerns.Collect feedback from stakeholders and attendees to integrate into continuous improvement efforts.Follow established escalation procedures and incident reporting protocols.Work collaboratively with FM Engineering and Project Management teams to support workspace functionality.Utilize the Corrigo platform to support work order and invoice submission processes.Provide backup reception support as needed.Perform additional administrative and operational tasks as required to support overall workplace functionality.

Essential Skills

Bachelor's degree desired or equivalent work experience.1-3 years of experience in event planning, project management, hospitality, or a related field.Excellent verbal and written communication skills with the ability to communicate professionally in corporate environments.Exceptional customer service skills with a passion for hospitality and guest relations.Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and event management software.Experience in conference center management, corporate event planning, or a related hospitality field.Strong organizational and project management skills with the ability to manage multiple concurrent events.Experience with audio/visual technologies and vendor coordination.Track record of initiative, integrity, and good judgment in fast-paced corporate environments.Collaborative leadership skills with the ability to work effectively with workplace management teams.Ability to lift up to 25 pounds and maintain mobility throughout office facilities.

Additional Skills & Qualifications

Knowledge of ticketing systems.Being tech-savvy with advanced Excel functions.Experience with multi-line phone systems/switchboards.Familiarity with visitor management systems, inventory tracking systems, cost tracking, and quote preparation tools.Understanding of building automation systems, security access control systems, and space planning software basics.

Work Environment

The work shift is from 7:30 AM to 4:30 PM, and the dress code is business casual. The role involves regular physical activity, including lifting or carrying up to 25 pounds, extended periods of sitting and standing, and occasional ladder climbing. There is a need for general mobility throughout office facilities. Technologies and equipment used include Microsoft Office Suite, client scheduling/booking software, Corrigo platform for work orders, audio/visual equipment, and administrative tools. The role requires maintaining a professional appearance and demeanor in a corporate setting.

Job Type & Location

This is a Contract position based out of Houston, TX.

Pay and Benefits

The pay range for this position is $23.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n • Medical, dental & vision\n • Critical Illness, Accident, and Hospital\n • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n • Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n • Short and long-term disability\n • Health Spending Account (HSA)\n • Transportation benefits\n • Employee Assistance Program\n • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Houston,TX.

Application Deadline

This position is anticipated to close on Feb 20, 2026.

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\n\nAbout Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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