Facilities Coordinator
Full Time, Exempt, Travel up to 10%
Onsite: Bethlehem, PA / 5 Days per week
Position Description
The Facilities Coordinator is the primary coordinator for Factory Acceptance Test (FAT) and Field Network Enclosure (FNE) activities conducted at or supported by the facility. Additionally, this position supports general facility operations, visitor management, workplace services, asset and inventory management, and administrative activities.
This position plays a key role in planning and maintaining FAT and FNE schedules, preparing the facility, managing equipment and material logistics, and ensuring the administrative and logistical requirements for FAT and FNE activities are completed on time.
The Facilities Coordinator works closely with the MIOC Operations Manager, Project Management, Operations, Engineering, and contractors to coordinate schedules, facility resources, personnel, equipment, and other requirements necessary to support successful FAT and FNE activities. This position reports to the Operations Manager.
Key Responsibilities
FAT Planning, Scheduling & Coordination:
- Serve as the primary administrative and logistical coordinator for Factory Acceptance Tests (FATs) activities conducted at the MIOC facility.
- Develop, maintain, and communicate an integrated FAT master schedule in coordination with Project Management, Engineering, Operations, customers, vendors, and contractors.
- Coordinate FAT schedules based on project requirements, customer availability, equipment readiness, facility availability, personnel requirements, and other project dependencies.
- Maintain a forward-looking schedule to provide visibility into upcoming FATs
- Coordinate facility space, meeting rooms, test areas, equipment staging areas, and other resources required for planned FAT’s.
- Track schedule changes, dependencies, logistical requirements, and potential conflicts.
- Communicate schedule updates, changes, cancellations, and impacts to affected stakeholders.
- Identify potential scheduling, resource, or facility conflicts and escalate issues to the appropriate Project Manager or MIOC Operations Manager.
- Provide administrative and logistical support before, during, and after FAT.
- Coordinate post-FAT and activities, including equipment movement, facility restoration, and general follow-up actions.
- Maintain organized schedules, calendars, planning information, and records associated with FAT’s.
- Support the development and continuous improvement of standardized FAT planning and coordination processes.
FNE Planning, Scheduling & Coordination:
- Serve as the primary administrative and logistical coordinator for Field Network Enclosures (FNE’s).
- Maintain a forward-looking schedule to provide visibility into upcoming FNE builds.
- Coordinate facility space, equipment staging areas, and other resources required for FNE builds.
- Track schedule changes, dependencies, logistical requirements, and potential conflicts.
- Communicate schedule updates, changes, cancellations, and impacts to affected stakeholders.
- Identify potential scheduling, resource, or facility conflicts and escalate issues to the appropriate Project Manager or MIOC Operations Manager.
- Coordinate post-FNE build activities, including equipment movement and general follow-up actions.
- Support the development and continuous improvement of standardized FNE planning and coordination processes.
Asset and Inventory Management:
- Maintain facility asset tracking records and update inventories as equipment is added, relocated, or retired.
- Assist with periodic asset audits and inventory verification.
- Manage company truck – registration, servicing, cleaning, oil change, etc.
Facility and Workplace Support:
- Maintain cleanliness and organization of common areas, including breakrooms and kitchen spaces.
- Monitor and clean shared areas such as refrigerators, sinks, countertops, and storage areas.
- Restock snacks, beverages, coffee supplies, and other breakroom essentials.
- Identify facility maintenance or supply needs and coordinate with appropriate personnel and contractors.
- Work with approved contractors to support facility needs, including but not limited to preventative maintenance, emergency requests, improvements, and enhancements.
- Support facility preparation and logistical requirements for customer visits, FATs, FNE activities, and other scheduled events.
- Monitor and manage the facility’s front entrance and reception area.
- Greet visitors, customers, contractors, and employees in a professional and courteous manner.
- Maintain visitor sign-in/sign-out logs and ensure accurate records are kept.
- Issue, track, and collect temporary security badges for visitors, contractors, and visiting Merit employees.
- Conduct required safety briefings for all visitors and customers prior to facility access.
- Coordinate visitor needs, including meal arrangements and hospitality services.
- Receive, sort, and distribute incoming mail and packages.
- Coordinate outgoing mail and shipments as needed.
- Serve as a central point of contact for administrative inquiries and facility-related communications.
- Coordinate administrative communications and scheduling information with internal teams, customers, vendors, and contractors.
- Additional duties as assigned by Management.
Position Requirements
Education:
- High school diploma or equivalent required; associate degree preferred.
Experience:
- Experience with scheduling, project coordination, and administrative assistant responsibilities is preferred.
Skills/Competencies
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite and common office software.
- Ability to manage multiple priorities and schedules while maintaining attention to detail.
- Customer-service oriented with a professional demeanor.
- Ability to work independently and maintain confidentiality when handling sensitive information.
- Ability to coordinate activities involving multiple departments, customers, vendors, and contractors.
- Organization and attention to detail
- Scheduling and coordination
- Customer service and hospitality
- Professional communication
- Reliability and accountability
- Multitasking and prioritization
- Inventory and record management
- Project and event coordination
- Problem solving and follow-through
- Team collaboration
Behavioral:
- Demonstrated ability to work well in collaborative team environment and start-up atmosphere.
- Enthusiasm for taking on new and challenging tasks.
- Strong interest in renewable energy, energy storage and their applications.
- Excellent analytical, quantitative, and interpersonal skills.
- Ability to multitask in a fast-paced, collaborative working environment.
- Entrepreneurial mindset and self-starter.
- Sense of humor and ability to build positive relationships.
Physical Demands & Working Conditions:
- Sitting/Standing/Flexibility: Ability to stand and sit for 8 or more hours when in an office environment.
- Speech/Reading: Ability to speak, read, and write English proficiently and deliver a variety of instructions furnished in written, verbal, diagram, or schedule form.
- Vision/Hearing: Ability to understand a variety of instructions furnished in written, verbal, diagram, or schedule form.
- Safety: Ability to understand and communicate safety precautions when necessary.
- Note: The above job description outlines the general nature and level of work performed by individuals assigned to this position. It does not restrict the tasks that may be assigned based on evolving business needs.
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Vision insurance
Work Location: In person
