Facilities Administrative Assistant Coordinator

Responsibilities

Arcfield is seeking an energetic, self-motivated Administrative Assistant / Facilities Coordinator to serve as the primary point of contact for employees, visitors, vendors, and facility-related activities at our Middletown, Rhode Island facility. This position provides a hybrid of front-office administration, facilities coordination, and site operations support, with a strong focus on maintaining a safe, functional, professional, and welcoming workplace.

The ideal candidate is highly organized, proactive, and detail-oriented, with excellent interpersonal and communication skills and the ability to independently manage competing priorities. The successful candidate will develop strong working relationships with local leadership, employees, vendors, and the broader Real Estate & Facilities organization and will exercise sound judgment in identifying issues, coordinating solutions, and escalating matters when appropriate.

Under minimal supervision, performs a broad range of administrative, facilities, and office operations activities of varying scope and complexity. Serves as a local extension of the Real Estate & Facilities organization by monitoring facility conditions and office standards, coordinating maintenance and service requests, supporting workplace operations, and ensuring that day-to-day facility needs are addressed in a timely and professional manner.

This position is an integral part of the local workplace operation and serves as the on-site extension of the Real Estate & Facilities organization. While reception and administrative responsibilities are an important component of the role, the position is equally focused on facility awareness, office standards, workplace readiness, and proactive coordination of facility and employee needs.

KEY RESPONSIBILITIES

Facilities & Office Operations

• Serve as the primary local point of contact for day-to-day facility and office operations.
• Conduct routine facility walkthroughs to identify maintenance, cleanliness, safety, security, and workplace issues and coordinate appropriate resolution.
• Monitor common areas, conference rooms, workspaces, kitchens, and other shared spaces to ensure they are clean, functional, properly equipped, and maintained to established office standards.
• Monitor, coordinate, and resolve facilities tickets and service requests, working with building management, vendors, maintenance personnel, and the broader Real Estate & Facilities organization to ensure timely and satisfactory resolution.
• Assist with facility projects, moves, space changes, inspections, and other site initiatives as directed by the Real Estate & Facilities organization.
• Support implementation and maintenance of workplace standards, processes, and programs established by Real Estate & Facilities.
• Maintain appropriate records, logs, and documentation related to facility and office operations.

Reception & Workplace Experience

• Provide professional reception services and serve as a welcoming first point of contact for employees, visitors, and vendors.
• Greet and sign in visitors, coordinate visitor badges, notify hosts of arrivals, and ensure appropriate sign-out procedures are followed.
• Monitor visitor and temporary badge logs and maintain required documentation.
• Receive and distribute incoming mail, packages, and deliveries and coordinate appropriate routing.
• Respond to employee questions and requests, provide information, and direct matters to the appropriate resource when necessary.
• Maintain a professional, organized, and welcoming reception and common-area environment.
• Support new employee onboarding and orientation activities, including preparation of welcome materials, workspace and conference room setup, refreshments, and other site-specific onboarding needs.
• Support employee recognition, life-event, and other workplace engagement activities as directed.

Conference Rooms & Meeting Support

• Maintain oversight of conference room readiness, availability, and condition.
• Monitor conference rooms to ensure they are clean, orderly, properly configured, and ready for use.
• Coordinate conference room reservations and meeting logistics when requested, including room setup, audiovisual needs, refreshments, supplies, and other requirements.
• Ensure conference rooms and shared meeting spaces are returned to established office standards following meetings and events.
• Coordinate with employees, local leadership, Events, IT, Facilities, and other stakeholders as needed to support meetings and events.

Supplies, Inventory & Workplace Services

• Monitor office, kitchen, vending, and other workplace supplies and maintain appropriate inventory levels.
• Coordinate ordering, delivery, stocking, and organization of supplies in accordance with established purchasing procedures.
• Maintain organized supply storage areas and ensure supplies are readily accessible to employees.
• Support vending services, including replenishment, collection, and related administrative activities.
• Maintain inventory records and other documentation as required.

Administrative & Financial Support

• Perform general administrative duties in support of the Real Estate & Facilities organization and local site leadership.
• Prepare, maintain, and distribute reports, records, logs, and other documentation.
• Process purchase requisitions, expense reports, and supporting documentation in accordance with established procedures.
• Assist with correspondence, communications, announcements, and other administrative activities.
• Troubleshoot routine administrative and operational issues, resolve matters within established authority, and recommend solutions or escalate issues when appropriate.

Site Programs & Events

• Provide administrative and logistical support for site programs, employee events, new-hire activities, recognition programs, and other workplace initiatives.
• Coordinate site-specific activities in partnership with local leadership, Human Resources, Events, and the broader Real Estate & Facilities organization.
• Assist with recurring communications, employee engagement activities, and other programs that support a positive workplace experience.
• Ensure event-related activities are planned and executed in accordance with established schedules, requirements, and budgets.

Communication & Stakeholder Coordination

• Maintain effective working relationships with local leadership, employees, vendors, building management, contractors, and other stakeholders.
• Communicate facility and operational issues clearly and promptly to the appropriate parties.
• Respond to employee questions, requests, and concerns and work to resolve issues or identify the appropriate resource.
• Coordinate with the broader Real Estate & Facilities organization to ensure local activities are aligned with company standards, processes, and priorities.
• Exercise discretion and sound judgment when handling sensitive or time-critical matters.

TRAVEL

Up to 10% travel may be required.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to stand, walk, handle objects, reach with hands and arms, and stoop, kneel, bend, crouch, or crawl. The employee must occasionally lift and/or move items weighing up to 50 pounds or more.

Qualifications

The successful candidate will be:

• Proactive and self-directed, with the ability to identify what needs to be done without waiting for direction.
• Highly organized and able to manage multiple priorities and competing requests.
• Detail-oriented while maintaining awareness of broader facility and business priorities.
• Comfortable interacting with employees at all levels, vendors, contractors, visitors, and leadership.
• An effective communicator with strong customer service and interpersonal skills.
• Comfortable working independently while knowing when to seek assistance or escalate an issue.
• Resourceful and solutions-oriented, with the ability to troubleshoot routine operational problems.
• Proficient in Microsoft Office and able to operate standard office equipment, including personal computers, photocopiers, scanners, and telephone/voicemail systems.
• Comfortable learning and using administrative, facilities, purchasing, scheduling, and reporting systems.
• Committed to maintaining a professional, safe, clean, functional, and welcoming workplace.
• Minimum High school diploma or equivalent with 4–5 years of relevant administrative, facilities, office operations, or related experience.

Equal Pay Act

This is the projected compensation range for this position. There are differentiating factors that can impact a final salary/hourly rate, including, but not limited to, Contract Wage Determination, relevant work experience, skills and competencies that align to the specified role, geographic location (For Remote Opportunities), education and certifications as well as Federal Government Contract Labor categories. In addition, Arcfield invests in its employees beyond just compensation. Arcfield ’s benefits offerings include, dependent upon position, Health Insurance, Life Insurance, Paid Time Off, Holiday Pay, Short Term and Long-Term Disability, Retirement and Savings, Learning and Development opportunities, wellness programs as well as other optional benefit elections. Min: $37,860.36 Max: $65,831.82
EEO Statement

We are an equal opportunity employer and federal government contractor. We do not discriminate against any employee or applicant for employment as protected by law.