Facilities Coordinator, Zappos and Shopbop F2 Facilities Subsidiary Support

The Facilities Coordinator is an active member of the Zappos and Shopbop Facilities support staff team, driving and supporting network-wide Facilities inventory control and preventive maintenance initiatives. Successful candidates will have an entrepreneurial, true hands-on approach, as well as strong knowledge of corporate office maintenance material inventory, project estimating and scheduling, enterprise server CMMS experience, and data-driven, analytical thinking and decision-making skills. In addition, effective presentation and persuasion skills are a must, as is the ability to function in a maintenance team environment. This role requires the ability to influence without authority.

Key job responsibilities
Match completed work orders to invoices for accounts payable.

Update the Facilities budget tracker.

Perform general office administrative tasks, including but not limited to office housekeeping and inventory management, desk allocation, office safety maintenance, environment hygiene coordination, contract management and renewal.

Coordinate emergency repairs with external vendors, management, & purchasing.

Create reports for the FM and maintain visual management charts dealing with: PM completion, budget performance, downtime, labor tracking, and others.

Own the organizing and maintaining of purchase orders, work requests and associated files
Promote and conduct good housekeeping practices.

Coordinate with vendors and internal procurement teams to support office purchasing and delivery arrangement.

Ability to function as floor support for absenteeism and vacation support, as needed.

Ensure and drive best practices standardization across Facilities departments at all sites.

Own office coordination in expansion project and relocation initiatives.

A day in the life
A day in the life of the Facilities Coordinator role is dynamic, involving a mix of planned and unplanned tasks that focus on keeping a facility safe, functional, and efficient. A typical day starts with reviewing emails and reports from overnight, checking the schedule for planned maintenance, and conducting facility walkthroughs to inspect systems like HVAC, plumbing, and security. Midday often involves managing work orders, coordinating with vendors, handling maintenance and repair requests, and addressing occupant issues. role also includes budget management, emergency response planning, and administrative duties like approving invoices and maintaining records per external compliance requirements.

About the team
The Zappos and Shopbop F2 Facilities Subsidiary Support team is responsible for the day-to-day operations of the of the assigned building, from keeping the lights on to ensuring a clean and safe working environment for or internal and external customers. Our team manages the physical space and all the services that support the internal operation, including maintenance, cleaning, and vendor support management.