Facilities Coordinator II
Job Overview
The Facilities Coordinator is responsible for processing inbound requests to the Facilities department and coordinating day‑to‑day operational needs across the Charlotte campus. This role partners closely with teammates, leaders, and cross‑functional departments to schedule services, support campus operations, and ensure facilities‑related needs are addressed promptly and professionally. The Facilities Coordinator also serves as a liaison during cross‑functional projects, manages service scheduling, communicates updates, and ensures documentation is complete for proper closure.
What You’ll Do
Meeting & Conference Room Support
- Maintain inventory of all bookable conference and meeting spaces including chair count and room configurations
- Provide access and oversight of meeting room calendars (1423 Lake James MTR, 1421 Lake Wylie MTR, School of Rock)
- Support setup and configurations including U‑shape, pods, classroom, and chevron layouts
- Assist with booking designated meeting rooms across the campus
- Guide users on video conferencing equipment and room usage
- Support catering needs for meetings, including vendor coordination and setup/clean‑up
Building Maintenance & Repairs
- Coordinate and monitor maintenance for building systems such as HVAC, plumbing, electrical, and structural components
- Oversee routine inspections and partner with technicians to ensure timely resolution of issues
Security & Safety
- Support safety compliance and emergency preparedness plans
- Partner with security vendors on system oversight and functionality
- Attend safety and facility planning meetings as needed
Event Planning
- Assist with planning and execution of company events including setup, staging, logistics, and catering coordination
- Support administrative assistants with catered meetings and event needs including delivery, execution, and clean‑up
Mail, Shipping & Receiving
- Distribute incoming mail and packages and coordinate outgoing shipments
- Partner with the Director of Facilities and vendors on postal equipment and service needs
Vendor Management
- Coordinate with external contractors for repairs, services, and maintenance
- Monitor vendor performance and ensure timely service delivery
Space Management
- Manage office space allocation and support teammate moves and campus renovations
- Update seating charts weekly and maintain office signage on internal platforms
- Move furniture and equipment as needed
Administrative & Operational Support
- Manage purchase orders, work orders, and facility‑related expense tracking
- Monitor Facilities inbox daily, log work requests, track progress, and escalate overdue items
- Process amenity service requests for Charlotte campus events
- Draft and distribute department, site, or company‑wide Facilities updates
- Maintain office supply inventories and coordinate with suppliers on accounts
- Support leadership with onboarding, offboarding, and general teammate relations
Communication & Coordination
- Serve as the primary contact for tenants, employees, and vendors for facility‑related matters
- Maintain consistent, professional communication and follow‑through
Food & Beverage Oversight
- Manage food service operations and catering procedures
- Negotiate contracts with vendors and introduce new services, offerings, and innovations
Compliance
- Ensure all facility operations meet safety regulations, building standards, and compliance guidelines
What We’re Looking For
- Strong organizational skills and ability to manage multiple priorities
- Excellent communication and customer‑service orientation
- Ability to partner cross‑functionally and maintain strong working relationships
- Comfort navigating fast‑paced, agile environments
- Ability to work independently and take initiative to solve problems
Additional Information
- Ability to lift up to 50 lbs
- Comfortable with extended periods of walking, standing, and sitting
- Occasional scheduled overtime may be required
- Required to work onsite five days per week with some flexibility
About AvidXchange
AvidXchange is a leading provider of accounts payable (“AP”) automation software and payment solutions for middle-market businesses and their suppliers. By trade, we are a technology company, but if you ask anyone who works here, they’ll tell you our people are at the core of who we are. At AvidXchange, mindset is everything. We are Connected as People, Growth Minded, and Customer Obsessed. These three mindsets represent our culture – who we are, who we’ve always been, and they guide us to improve every day. Since our founding in 2000 in Charlotte, NC, we’ve created a company of over 1,500 teammates working across the U.S., or remotely. AvidXchange is proud to be Certified™ as a Great Place to Work®. The prestigious recognition is based on anonymous data from our teammates and makes official what our teammates have known for years – that AvidXchange is a Great Place to Work®.
Who you are:
- A go-getter with an entrepreneurial mindset – that means you are not afraid of taking risks, winning big or facing the unknown.
- Someone who understands that business is people centric. Connecting with others as humans first allows you to develop mutually beneficial working relationships.
- Focused on making a difference for our customers. AvidXchange exists to help solve complex problems for our customers so we can all realize our potential.
What you’ll get:
AvidXchange teammates (we call them AvidXers) get the perks and prestige of a growing tech company paired with the flexibility of a founder-led startup. We help our AvidXers develop as professionals and as human beings, providing work/life balance, development programs, and competitive benefits. At AvidXchange, we are building more than a tech company – we are building an experience. We remain committed to a culture where you can fully be 'you’ – connected with others, chasing big goals, and making a meaningful impact. If you want to help us grow while realizing your potential and creating stories you’ll tell for years, you’ve come to the right place.
AvidXers enjoy:
- 18 days PTO*
- 11 Holidays (8 company recognized & 3 floating holidays)
- 16 hours per year of paid Volunteer Time Off (VTO)
- Competitive Healthcare
- High Deductible Heath Plan Option that has $0 monthly premium for teammate-only coverage
- 100% AvidXchange paid Dental Base Plan Coverage
- 100% AvidXchange paid Life Insurance
- 100% AvidXchange paid Long-Term Disability
- 100% AvidXchange paid Short-Term Disability
- Employee Assistance Program (EAP) - Provides counseling services, legal and financial consultations and health advocacy for Teammates and their eligible dependents
- Onsite Health Clinic with Atrium Health - available to Teammates and their eligible dependents
- 401(k) Match: 100% match on the first 3% of your salary, plus 50% match on the next 2%
- Parental Leave: 8 weeks 100% paid by AvidXchange**
- Discounts on Pet, Home, and Auto insurance
- WeeCare Childcare Service: helps teammates find affordable daycare, childcare, and tutors 40% less expensive than traditional daycare centers
- Perks at Work: free discount program that provides teammates the opportunity to save on items from electronics, movie tickets, car buying, vacations, and more
- Onsite gym fitness center, yoga studio, and basketball court
- Tuition Reimbursement up to the federal maximum of $5,250***
- Hybrid Workplace Flexibility
- Free parking
*Fully granted from beginning of year, pro-rated if hired mid-year
**Must be full-time for at least 3 months
***Must be full-time for at least one year
Equal Employment Opportunity
AvidXchange is an equal opportunity employer. AvidXchange is committed to equal employment opportunity in accordance with applicable federal, state, and local laws. AvidXchange will not discriminate against applicants for employment on any legally recognized basis. This includes, but is not limited to veteran status, race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age and physical or mental disability.