Facilities Coordinator, Engagement

Job Location: Atlantic Council Headquarters - Washington, DC
Employment Type: Full-Time
Seniority Level: Associate
Job Category: Staff

The Facilities Coordinator is a motivated and hardworking individual that supports the Events Team with prompt and courteous customer service by completing all daily event setups, including preparing event spaces, and meeting rooms, setting up furniture and equipment, and inspecting equipment for proper functioning before setting up each event space. They are responsible for facility furnishings, catering setup, brewing coffee, receiving catering deliveries, equipment, and maintaining an orderly appearance in all storage areas as well as coat closet. They conduct regular inventory of equipment, assist with resetting spaces after events and meetings and maintain cleanliness or public spaces, lobby area, events kitchen, meeting rooms and hallways in coordination with housekeeping staff. They also work closely with the Deputy Director of Event Operations on any related office setups, supply orders, and furniture requests. The Facilities Coordinator must be proactive and pay attention to detail, organization, coordination, and planning.

This position is based onsite in our Washington, DC headquarters. The Atlantic Council offers a competitive compensation package commensurate with experience, education, and organizational equity, with offers from $55,000 to $65,000. Applications submitted by December 15, 2024, will be prioritized for consideration.

General Administration

• Utilize Microsoft Outlook and Teams for staff communication, including using Microsoft Outlook and Monday.com for meetings and appointments.
• Communicate clearly and effectively on all necessary platforms to staff, including Microsoft Outlook and Teams, WhatsApp, and Zoom for team and event communication.
• Attend all team meetings and inform Deputy Director of Event Operations if unable to attend due to another priority or work responsibility.
• Independently use all organizational systems and follow policies and processes, including using Paycom for timesheet entry and bill.com for reimbursements.
• Coordinate with the Events Team regarding upcoming weekly events and scheduling.
• Manage the organization of event equipment and storage closet; maintain event equipment, including reporting of any damage and suggesting solutions for repairs and/or replacements.
• Follow all guidelines in the employee handbook, including wearing appropriate business attire and/or Atlantic Council Polo T-shirt.
• Other duties as assigned.

Catering Management

• Assist with set up and breakdown of food and utensils for each event, including coffee/tea/water, as described in display models.
• Manage water, soda, tea, and coffee supplies, and reorder regularly to ensure that there is always sufficient inventory available.
• Ensure cold water and a variety of soda is always available.
• Oversee catering services, including food & beverage preparation and presentation.

Event Space

• Maintenance and breakdown of event spaces prior to an event, including room setups, chairs, tables, staging, etc.
• Ensure that lights and air conditioners/heat are turned on upon arrival and turn off before departure.
• Ensure the event spaces are clean, well maintained and disinfect all furniture and equipment after each event.

Events Kitchen

• Ensure that kitchen operations adhere to health and safety regulations, including sanitation and food safety standards.
• Supervise the operation and maintenance of events kitchen, including cleaning all equipment and countertops each day.
• All food utensils, glassware, pitchers, and plates must be cleaned and placed back into appropriate storage after each use, and no later than the next morning of an evening event.
• Refill catering and coffee equipment after each event.

Lobby

• Ensure program/center-specific banner is always in place before an event.
• Ensure credenzas, table-tops, and all lobby space is clean and clear.
• Always monitor the lobby for any issues to trouble-shoot or clean.
• Assist with refilling all F&B as necessary and empty full trash, without being instructed.

Inventory Management

• Maintain and report on inventory of all events equipment as well event suppliers such as disposal utensils, cleaning supplies, beverages, etc., ensuring adequate stock levels are maintained.
• Conduct regular inventory audits and manage orders and procurement of supplies and equipment for the events kitchen.

• High school diploma or higher.
• Minimum of 5 years of experience in facilities management, including experience in managing event spaces, kitchens, and catering services.
• At least one year of hospitality, events setup and/or customer service-related experience.
• Superior customer service and interpersonal skills.
• Proficiency in Microsoft Office.
• Ability to work with minimum supervision.
• Ability to multitask in an often rapidly changing environment.
• Attention to detail with an ability to work under pressure with multiple and shifting priorities to meet deadlines.
• Cooperative spirit in working with peers, leadership, and guests.
• Problem-solving skills in setting up meeting rooms and equipment.
• Willingness to work late evenings or weekends as needed.

The position requires onsite support in Washington, DC, and could include participation in evening events.

To produce quality work and to successfully achieve our mission, we recognize the need for our staff to maintain a healthy lifestyle and a work/life balance. Our comprehensive benefits package helps to keep costs low for our staff and their families. Benefits include, but are not limited to comprehensive medical, dental and vision insurance, paid time off, 403(b) plan, FSA options, pet insurance, Public Service Loan Forgiveness eligibility, and wellness benefits.