The Antwi Group is seeking an organized, dependable, detail-oriented, and service-focused Facilities Coordinator to join our Facilities & Workplace Operations Department.
Working under the direction of the Director / Manager of Facilities & Workplace Operations and Facilities Manager, and supporting the Workplace Operations Specialist and other facilities personnel, the Facilities Coordinator will provide administrative and operational support for the daily management of The Antwi Group’s workplaces.
The Facilities Coordinator will help receive and track facility requests, schedule maintenance and vendor visits, maintain work-order records, monitor workplace supplies, organize facilities documentation, support workspace setup and employee moves, maintain preventive-maintenance schedules, coordinate meeting and event preparations, and help ensure facility issues receive appropriate follow-up.
The position may support corporate offices, recording studios, production spaces, creative workspaces, administrative areas, meeting rooms, reception areas, employee common areas, equipment rooms, storage spaces, and other company-controlled facilities.
This position provides an opportunity for candidates interested in developing professional experience in facilities management, workplace operations, property operations, corporate services, office management, project coordination, or business operations.
Key Responsibilities
- Receive facility-service requests.
- Create and update work-order records.
- Track open facility requests.
- Schedule approved maintenance visits.
- Coordinate vendor appointments.
- Maintain preventive-maintenance schedules.
- Maintain vendor contact information.
- Organize facility documentation.
- Maintain supply inventories.
- Support workplace-supply ordering.
- Assist with workplace inspections.
- Support employee workspace setup.
- Assist with workplace moves.
- Coordinate meeting-room preparation.
- Support workplace events.
- Maintain furniture and facility-asset records.
- Support cleaning-service coordination.
- Track facility-project action items.
- Prepare routine facilities reports.
- Maintain facility calendars.
- Assist with invoice documentation.
- Support emergency-preparedness documentation.
- Maintain organized facility files.
- Follow up on outstanding requests.
- Protect confidential facility information.
- Escalate significant safety or operational concerns.
Facilities Request Coordination
Requests may follow:
Request Received → Logged → Prioritized → Assigned → Scheduled → Completed → Verified → Closed
Request Intake
The Coordinator may collect:
- Requestor
- Department
- Location
- Description
- Date reported
- Requested completion date
- Business impact
- Supporting information
Request Categories
Requests may involve:
- Lighting
- Temperature
- Cleaning
- Plumbing
- Furniture
- Doors
- Locks
- Supplies
- Meeting rooms
- Workspace setup
- General maintenance
- Other workplace concerns
Request Prioritization
The Coordinator may assist Facilities management in classifying requests according to:
- Safety
- Operational impact
- Property damage
- Security
- Employee impact
- Visitor impact
- Production impact
- Business urgency
Work-Order Register
The Coordinator may maintain:
Work Order → Location → Issue → Priority → Assigned Provider → Scheduled Date → Status → Completion Date
Work-Order Follow-Up
Responsibilities may include:
- Checking scheduled dates.
- Confirming vendor appointments.
- Updating requestors.
- Recording status changes.
- Following up on overdue work.
- Recording completion.
- Escalating unresolved issues.
Urgent Issues
The Coordinator should immediately escalate reports involving potential:
- Fire or life-safety concerns
- Electrical hazards
- Significant water leaks
- Utility outages
- Building-access failures
- Structural concerns
- Major property damage
- Other serious facility conditions
Emergency Responsibility
The Coordinator should follow established emergency procedures and instructions from authorized Facilities, Security, Operations, building-management, or emergency personnel.
The position does not replace emergency responders or licensed technical professionals.
Maintenance Scheduling
The Coordinator may schedule approved maintenance involving:
- HVAC
- Plumbing
- Electrical systems
- Lighting
- Doors and locks
- Fire-protection equipment
- Furniture
- General workplace systems
Specialized Work
Specialized technical work should only be performed by appropriately qualified or licensed personnel where required.
Preventive Maintenance
The Coordinator may maintain a schedule such as:
Asset / System → Location → Service Frequency → Provider → Last Service → Next Service → Status
Maintenance Reminders
The Coordinator may provide reminders regarding upcoming:
- Inspections
- Service appointments
- Maintenance
- Certifications
- Vendor visits
- Other recurring facility requirements
Vendor Coordination
The Coordinator may schedule approved:
- Cleaning providers
- HVAC contractors
- Electricians
- Plumbers
- Locksmiths
- Fire-protection providers
- Waste providers
- Furniture suppliers
- Movers
- General contractors
- Other facility vendors
Vendor Appointment Records
Records may identify:
Vendor → Service → Location → Date / Time → Contact → Access Requirement → Status
Vendor Access
The Coordinator should communicate vendor visits to appropriate Facilities or Security personnel.
Vendors should only receive access necessary for authorized work.
Vendor Documentation
The Coordinator may maintain approved records involving:
- Contact information
- Service agreements
- Insurance documentation
- Licenses or certifications where applicable
- Work orders
- Service records
- Other approved documentation
Cleaning Coordination
The Coordinator may:
- Maintain cleaning schedules.
- Record cleaning concerns.
- Communicate approved requests.
- Track recurring problems.
- Support quality follow-up.
Workplace Supplies
The Coordinator may monitor approved supplies involving:
- Offices
- Kitchens
- Restrooms
- Meeting rooms
- Cleaning
- Other facility operations
Supply Inventory
Inventory may be tracked as:
Item → Quantity → Reorder Level → Supplier → Order Date → Status → Storage Location
Supply Ordering
Purchases should follow company authorization and procurement procedures.
Furniture Records
The Coordinator may help track:
- Desks
- Chairs
- Tables
- Cabinets
- Shelving
- Conference furniture
- Reception furniture
- Other assigned facility assets
Furniture Register
Records may identify:
Asset → Type → Location → Condition → Status
Workspace Setup
The Coordinator may assist with preparing physical workspaces for:
- New employees
- Employee transfers
- Temporary employees
- Contractors
- Project teams
- Visiting personnel
Workspace Setup Checklist
Preparation may involve:
- Desk
- Chair
- Storage
- General supplies
- Workspace condition
- Facilities-related equipment
- IT coordination
- Access coordination
New Employee Setup
Human Resources should provide authorized onboarding information.
IT & Digital Systems remains responsible for technology accounts, systems, and technical equipment unless otherwise assigned.
Workplace Moves
The Coordinator may maintain move records such as:
Employee / Department → Current Location → New Location → Move Date → Furniture → IT → Access → Status
Move Coordination
The Coordinator may assist with:
- Scheduling.
- Preparing spaces.
- Furniture records.
- Moving-vendor coordination.
- IT coordination.
- Security coordination.
- Employee communications.
- Completion checks.
Meeting Rooms
The Coordinator may help maintain meeting-room schedules and coordinate physical preparation involving:
- Furniture arrangement
- General supplies
- Cleaning
- Signage
- Facility access
Technology and audiovisual support should be coordinated with appropriate technical personnel.
Workplace Events
Facilities support for authorized events may involve:
- Scheduling
- Room preparation
- Furniture
- Cleaning
- Supplies
- Vendor coordination
- Signage
- Access coordination
- Post-event reset
Reception & Visitor Areas
The Coordinator may help Facilities, Administration, and Security maintain visitor-facing areas that are:
- Clean
- Organized
- Functional
- Professionally presented
- Appropriately supplied
Studios & Production Spaces
The Coordinator may support general facilities administration for recording studios and production spaces involving:
- Maintenance scheduling
- Cleaning
- Furniture
- Facility supplies
- Vendor visits
- Workplace requests
- Documentation
Audio systems, production equipment, acoustic systems, and specialized technical equipment remain with qualified technical personnel.
Storage Areas
The Coordinator may help maintain records regarding:
- Storage locations
- Facility supplies
- Furniture
- Workplace equipment
- Other authorized property
Facility Inspections
The Coordinator may assist with routine inspections and maintain inspection records.
Inspection Checklist
Checks may include:
- Lighting
- Doors
- Common areas
- Restrooms
- Storage
- Furniture condition
- Housekeeping
- Visible hazards
- Other assigned conditions
Safety Concerns
The Coordinator should promptly report potential:
- Trip hazards
- Electrical concerns
- Water leaks
- Blocked exits
- Damaged furniture
- Unsafe storage
- Fire-safety concerns
- Other visible hazards
Emergency Preparedness
The Coordinator may maintain approved:
- Emergency contact lists
- Building-management information
- Vendor emergency contacts
- Evacuation documentation
- Facility emergency records
- Other preparedness materials
Emergency Contact Register
Information may include:
Service → Provider / Contact → Primary Number → Alternate Number → Notes
Sensitive emergency and security information should be appropriately restricted.
Fire & Life Safety Records
The Coordinator may help maintain records regarding applicable inspections or servicing of:
- Fire extinguishers
- Alarm systems
- Emergency lighting
- Exit signage
- Other life-safety equipment
Utilities
The Coordinator may maintain contact and service information involving:
- Electricity
- Water
- Heating
- Cooling
- Waste
- Other building services
Internet and telecommunications matters should be coordinated with IT & Digital Systems.
Waste & Recycling
The Coordinator may help maintain schedules for:
- Waste collection
- Recycling
- Secure disposal
- Other approved disposal services
Facility Projects
The Coordinator may support:
- Repairs
- Renovations
- Furniture installations
- Workplace moves
- Space changes
- Site openings
- Facility improvements
Project Administration
Support may include:
- Scheduling
- Meeting coordination
- Documentation
- Vendor information
- Action-item tracking
- Status updates
- Completion records
Project Action Register
Actions may be tracked as:
Action → Owner → Due Date → Status → Completion
Site Openings
The Coordinator may assist with:
- Vendor scheduling
- Furniture records
- Supply orders
- Cleaning
- Signage
- Workspace setup
- Move schedules
- IT coordination
- Security coordination
- Readiness documentation
Facilities Calendar
The Coordinator may maintain a calendar containing:
- Maintenance
- Inspections
- Vendor appointments
- Moves
- Facility projects
- Events
- Recurring services
Invoice Documentation
The Coordinator may help organize:
- Vendor invoices
- Work-order references
- Purchase documentation
- Approval records
- Other supporting information
Official accounting, payment authorization, and financial reporting remain with Finance & Accounting.
Expense Tracking
Facilities management may request administrative tracking of expenses involving:
- Maintenance
- Repairs
- Supplies
- Cleaning
- Furniture
- Vendor services
- Projects
Facility Records
The Coordinator may maintain:
- Work orders
- Maintenance schedules
- Vendor information
- Asset records
- Supply inventories
- Inspection records
- Move records
- Project files
- Emergency information
- Other approved documentation
Record Accuracy
Records should be:
- Accurate
- Current
- Complete
- Organized
- Appropriately protected
Document Control
The Coordinator should use approved naming, storage, versioning, and retention procedures for facility documents.
Sensitive Facility Information
Information involving:
- Building access
- Security systems
- Keys
- Executive locations
- Building plans
- Facility vulnerabilities
- Emergency systems
should only be provided to appropriately authorized personnel.
Facilities Reporting
The Coordinator may prepare routine information regarding:
- Open requests
- Completed requests
- Maintenance schedules
- Vendor visits
- Supply levels
- Moves
- Projects
- Facility issues
Facilities Metrics
The Coordinator may help track:
- Request volume
- Completion rates
- Resolution times
- Preventive-maintenance status
- Vendor activity
- Supply usage
- Other assigned measures
Workplace Improvement
The Coordinator should communicate opportunities to improve:
- Request handling
- Documentation
- Scheduling
- Supply management
- Workspace setup
- Facility organization
- Vendor coordination
Artificial Intelligence & Facilities Tools
Where approved, AI-assisted or automated systems may support:
- Scheduling
- Work-order classification
- Documentation
- Inventory analysis
- Reporting
- Administrative coordination
AI-generated information must be appropriately reviewed before business use.
Confidential facility or security information should not be submitted to unapproved AI systems.
Confidentiality
The Facilities Coordinator may encounter sensitive information involving:
- Employee locations
- Building access
- Security
- Executive areas
- Production activities
- Unreleased projects
- Facility vulnerabilities
- Vendor agreements
- Business operations
Such information must only be accessed and shared for legitimate authorized business purposes.
Professional Integrity
The Facilities Coordinator must not knowingly:
- Falsify facility records.
- Conceal significant safety concerns.
- Falsify work-order completion.
- Provide unauthorized building access.
- Remove company property without authorization.
- Misrepresent vendor activity.
- Disclose sensitive facility or security information.
- Accept inappropriate vendor benefits.
Cross-Department Collaboration
Facilities & Workplace Operations Leadership — facility priorities and standards.
Workplace Operations Specialist — daily workplace activities.
Operations & Administration — general workplace support.
Human Resources — employee onboarding and workplace requirements.
IT & Digital Systems — technology setup and moves.
Security — physical access and vendor entry.
Procurement & Vendor Management — purchasing and vendors.
Finance & Accounting — invoices and authorized expenses.
Project Management — facility projects.
Production & Creative Teams — studio and production-space requirements.
Business Units — specialized workplace needs.
Qualifications
- High school diploma or equivalent required.
- Associate or bachelor’s degree, current college enrollment, professional coursework, certification, or training in Facilities Management, Business Administration, Operations Management, Property Management, Hospitality, Project Management, or a related field preferred.
- Previous experience in administration, facilities, office services, workplace operations, property operations, hospitality, customer service, project coordination, scheduling, or related work preferred but not necessarily required.
- Strong organizational skills.
- Strong attention to detail.
- Good written and verbal communication.
- Strong customer-service ability.
- Ability to maintain accurate records.
- Ability to manage recurring deadlines.
- Familiarity with spreadsheets, calendars, and office applications.
- Ability to work effectively with employees and vendors.
- Strong reliability and professional judgment.
- High level of integrity and confidentiality.
- Willingness to learn facilities and workplace operations.
Preferred Skills
Experience or training involving any of the following is a plus:
- Facilities Management
- Workplace Operations
- Office Administration
- Property Operations
- Maintenance Coordination
- Vendor Coordination
- Scheduling
- Inventory Management
- Project Coordination
- Event Support
- Workplace Safety
- Document Management
- Recording studios
- Production facilities
- Entertainment facilities
- Media facilities
Physical & Operational Requirements
Depending on assigned responsibilities and subject to applicable law and reasonable accommodations, the position may involve:
- Regular movement throughout workplace facilities.
- Periods of standing or walking.
- Accessing office, storage, studio, and operational areas.
- Moving or organizing lightweight workplace supplies.
- Assisting with workspace preparation.
- Responding to facility needs throughout the business day.
Heavy, hazardous, electrical, mechanical, construction, or other specialized work should only be performed by appropriately trained and authorized personnel.
Professional Expectations
The successful candidate should demonstrate:
- Reliability
- Organization
- Accuracy
- Service orientation
- Responsiveness
- Professionalism
- Communication
- Collaboration
- Accountability
- Integrity
- Confidentiality
- Attention to detail
- Strong follow-through
- Willingness to learn
Career Development
The Facilities Coordinator position provides an entry point into professional facilities management, workplace operations, corporate services, property operations, and business operations.
A potential career path may include:
Facilities Coordinator → Workplace Operations Specialist → Facilities Manager → Director / Manager of Facilities & Workplace Operations
Employees may also develop toward Workplace Strategy, Property Management, Project Management, Corporate Services, Business Continuity, Office Management, or Enterprise Operations.
Location
Poconos, Pennsylvania
This position is primarily associated with company workplaces and generally requires regular on-site presence.
Facility projects, workplace moves, events, vendor visits, site openings, productions, emergencies, or other operational requirements may occasionally require travel, early-morning, evening, weekend, holiday, or irregular-hour availability.
Employment Type
Full Time
Department
Facilities & Workplace Operations
Reports To
Director / Manager of Facilities & Workplace Operations / Facilities Manager
About The Antwi Group
The Antwi Group is a growing organization operating across creative, entertainment, media, and related business sectors. Our teams bring together creative talent, technical expertise, management, financial discipline, technology, production, operations, and business development to build projects and opportunities designed for long-term growth.
Application
Interested candidates should submit an application outlining their education or training, administration, facilities, workplace-operations, office-services, property-operations, hospitality, scheduling, project-coordination, customer-service, or related experience and their interest in developing a career in facilities and workplace operations.
Applicants may also be asked to provide a résumé/CV, professional references, and descriptions of academic, personal, volunteer, or professional projects involving organization, facilities, office administration, scheduling, workplace support, events, inventory, or project coordination that they are legally permitted to share.
Previous professional facilities experience is not necessarily required. Candidates demonstrating strong reliability, organization, customer-service ability, communication, professionalism, integrity, confidentiality, attention to detail, and willingness to learn are encouraged to apply.
Applicants should not submit confidential building plans, access credentials, security diagrams, alarm information, employee records, proprietary vendor information, trade secrets, or other restricted materials belonging to current or previous employers, property owners, clients, vendors, or business partners.
The Antwi Group is an equal opportunity employer. We consider qualified applicants without regard to characteristics protected by applicable law.