SummaryThe Facilities & General Affairs Administrative Coordinator provides administrative and operational support for the company's facilities and workplace functions. The position supports daily office operations, purchasing and invoice administration, vendor coordination, facility service requests, security and access administration, company assets, workplace projects, and departmental reporting. The role serves as a point of contact for routine facilities needs and helps ensure accurate documentation, timely follow-up, and efficient service delivery across assigned locations.
Compensation$85,000 - $98,000 yearly salary range. (Subject to Compensation Study Upon Candidate Selection)
ResponsibilitiesCoordinate routine facility maintenance requests, work orders, repairs, inspections, and vendor visits for assigned locations.
Maintain facility issue logs, service trackers, department records, files, schedules, and supporting documentation.
Support office moves, furniture installations, workstation changes, conference rooms, break areas, office equipment, signage, and workplace improvement activities.
Conduct routine facility walks; document conditions, escalate issues, and track corrective actions through completion.
Create purchase requests and support purchase order processing for facility, office, security, and workplace needs.
Review invoices for accuracy, coding, approvals, and supporting documentation; track payment status and resolve routine discrepancies.
Assist with vendor onboarding, including applications, tax forms, banking verification, certificates of insurance, quotations, and required approvals.
Maintain purchasing, invoice, vendor, asset, facility, and project trackers and prepare routine status reports.
Support monthly accruals, budget tracking, credit card reconciliation, and General Affairs account documentation as assigned.
Assist with company vehicle records, registrations, maintenance scheduling, deliveries, transfers, and related documentation as assigned.
Support office relocations, renovations, facility upgrades, events, and other General Affairs projects by tracking schedules, quotations, approvals, deliverables, and closeout documents.
Prepare correspondence, presentations, meeting materials, checklists, and process documentation.
Skills Knowledge of general office and facilities administration practices, including records, schedules, supplies, and service coordination.
Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
Ability to create and track purchase requests, invoices, vendor documents, and supporting records accurately.
Strong organization, attention to detail, follow-through, and ability to manage competing priorities.
Strong customer service and written and verbal communication skills.
Ability to coordinate effectively with employees, vendors, landlords, property management, and internal departments.
Ability to review documents, quotations, forms, and correspondence for accuracy and completeness.
Experience with SAP, electronic document systems, work order systems, or similar business platforms.
Basic understanding of access control, badges, keys, CCTV, visitor management, or other workplace security processes.
Benefits of working at GLOVIS America Inc.- Medical Insurance
- Vision Insurance
- Dental Insurance
- Health Care & Dependent Care Flexible Spending Accounts (FSA)
- Basic Life and AD&D as well as Short-Term & Long-Term Disability
- Paid Vacation, 14 Holidays, and Sick leave
- Hospital and Critical Illness Insurance
- Wellness Program and Gym Reimbursement*
- 401(k) with Generous Matching
- Referral Bonuses*
- Auto Allowance*
- Quarterly Employee Lunches, Summer Refreshments, and Monthly Team Building Activities*
- Discretionary Bonuses*
- Tuition Reimbursement*
All benefits pursuant to Company policy
Education & Experience- Bachelors Required
- 7-11 years experience in facilities maintenance experience
Physical Requirements- Ability to sit in front of a desk and/or in front of the computer for long periods
- Must operate desktop, computers, laptop, printer, scanners, shredders, etc.
- Constant use of hand/grasping product, writing, and typing
- Sit for 5+ hours per day
- Stand, walk, bend, stoop, reach over shoulder, kneel, push, pull 1-3 hours per day
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
Working and Environmental ConditionsThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Typical office environment with low-level noise exposure
- This position is located in the Irvine, CA office
The above statements are intended to describe the general nature of work performed by employees assigned to this position. They are not intended to be a complete list of all job duties performed by persons in the position. Glovis America reserves the right to revise or amend duties at any time as the needs of the company and requirements of the job change.
