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Job Details

Facilities Coordinator


Excellence Leaves a Lasting Impression

Bring Your Vision to shape a better world.

At Arup, our innovative spirit compels us to express our ingenuity in unique ways —developing many of the world’s most innovative and sustainable buildings, transport and civil engineering projects. Arup is a global engineering and consulting firm of 12,000 creative minds. Our integrated approach to engineering and design brings together the best professionals to meet our clients’ needs.

Overview :

We are currently seeking an Facilities Coordinator for our Los Angeles office. The role will support approximately 320 staff and 66,200 square feet of downtown core office space.

Responsibilities Include:

•Monitor work-order system and ensure work requests are appropriate and carried out according to departmental procedures and as delegated. Respond to elevated complaints in a tactful and expedient manner. Review backlogged work orders to ensure that assignments are completed.
•Oversee the delivery of maintenance and repair services
•Coordination of subcontractors for general office repairs, manage and oversee their work. Assist with the maintenance of contracts/agreements with all vendors. Ensure service level agreements with vendor contracts are being met. Address any concerns with vendors.
•Coordinate discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review
•Maintain high level of cleanliness in the office. Manage storage of materials and consumables to minimize office clutter. Perform weekly office walkthroughs
•Coordinate the ordering of supplies (office supply orders, business cards, pantry stock, requests for special orders, etc.) Review invoices, code to ensure correct cost center accounting classification and submit for approval.
•Assist Facilities Manager in estimating, controlling and tracking departmental budget.
•Assist with ensuring high standards are kept for all on-site catering and hospitality. Work with food vendors to ensure food and presentation quality.
•Assist with Health & Safety responsibilities including minutes, training coordination, etc. Ensure fire extinguishers, AED and other emergency equipment is up to date on inspection.
•Assist with the managing, organizing, planning, and executing events (i.e. all staff meetings, cocktail parties, vendor presentations, board meetings). Liaise with internal departments (IT, Marketing, etc.) and external parties (PMO, outside trades) as required.
•Perform Orientation for new hires
•Coordinate desk arrangements for new hires, moves, leaves
•Update floorplans and occupancy records
•Backup Front Desk attendant
•Ensure staff satisfaction with delivery of Facility Management services and provide a lead role in monitoring and increasing customer satisfaction
•Establish strong relationships with property managers, building engineers, building security and other building staff
•Responsible for managing the office security systems. Providing building and office access cards
•Responsible for managing the office staff cars; such as invoicing, registration, insurance, cleanliness, miles tracking, and etc.
•Lead role identifying and implementing sustainability initiatives


•Ideal candidate will have 2 plus years of related experience in a professional services environment.
•Must have good interpersonal communication skills and be able to work in a team environment
•Must work autonomously with high levels of ownership over results
•Strategic thinker
•High ability to understand others, anticipate to their needs and provide consensual solutions
•Bilingual English/Spanish preferred

Share your passion and experience in a global culture that believes your potential to achieve is endless. This is your opportunity to shine.

Arup is proud to be an equal opportunity employer.

Job Number: LOS0000C0
Category: Facilities Management
Location: Los Angeles, California
Date Posted: None