Events and Facilities Coordinator

The Role

The Events Planning Professional supports the day-to-day operations of the Nashville office, helping to provide a safe, efficient, and well-maintained workplace for employees and guests. Reporting to the Facilities Lead, this role assists in facilities operations, space planning, office moves, vendor coordination, and internal event execution.

This position requires a service-oriented, highly organized individual who is comfortable working in a fast-paced environment and supporting multiple priorities. The Events Planning Professional will play an important role in maintaining operational excellence while providing responsive, high-quality workplace support.

Key Responsibilities

Facilities Operations Support

• Support the Facilities Lead in the day-to-day operation of the Nashville office.

• Assist with facilities-related projects, improvements, and office enhancements.

• Help coordinate space planning efforts and office moves to ensure efficient use of space.

• Maintain seating assignments and support updates within space planning systems.

• Utilize the Facilities department software to manage and track work orders and tasks.

• Conduct routine office walkthroughs to identify maintenance or operational needs.

• Assist in ensuring all office moves and new hire setups are completed accurately and on time.

• Coordinate with building management and vendors for deliveries, maintenance requests, and compliance documentation.

• Maintain organized records of facility-related activities and documentation.

Education & Experience

• 3–5 years of experience in facilities, office management, workplace operations, or a related role.

• Experience supporting office moves, vendors, or workplace events preferred.

• Experience in a corporate or fast-paced office environment preferred.

Soft Skills

• Strong organizational and time management skills.

• Excellent communication and interpersonal skills

• Detail-oriented with strong follow-through.

• Ability to prioritize and manage multiple tasks.

• Strong customer service mindset.

• Adaptability in a dynamic, fast-paced environment.

• Professionalism and composure under pressure.

Hard Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Familiarity with facilities or space planning software preferred.

• Ability to coordinate vendors and track multiple tasks simultaneously.

• Basic understanding of building operations and office infrastructure preferred.

Service & Workplace Standards

• Provide professional, responsive service to employees and guests.

• Handle requests and operational issues with professionalism and composure.

• Build positive working relationships across departments.

• Identify opportunities to improve processes and workplace efficiency.

• Perform additional projects and duties as assigned.

Reporting & Operational Support

• Assist the Facilities Lead in preparing reports on facility operations, maintenance activities, and event support.

• Help maintain weekly activity reporting and departmental metrics.

• Track occupancy updates and support space utilization reporting.

• Provide administrative and operational support for project updates and leadership reporting.

• Coordinate with internal stakeholders and external vendors to ensure facilities readiness for events.

• Assist with event logistics, including room setup, catering coordination, equipment needs, and breakdown.

• Provide on-site support during events, including occasional after-hours or weekend coverage as needed.

• Help ensure the office environment meets company standards during events and executive visits.

Events Support & Coordination

• Support the planning and execution of Nashville-based internal events.

Vendor & Administrative Support

• Assist with vendor coordination, supply ordering, and service scheduling.

• Support invoice processing, P-Card reconciliation, and expense tracking.

• Help maintain the guest office calendar and shared space scheduling.

• Assist in tracking facilities-related expenses and supporting budget oversight.

Location and Work Conditions

• Monday–Thursday (9am–6pm in office); Friday (work remotely unless needed in office); overtime as required. Reference: ECNJOBID-66-249-70-104 in the application