Facilities and Office Coordinator

Who We Are

HMC Architects is an employee-owned design firm with a desire to make a difference in our communities. As a purpose-driven firm based on values, our mission to design for good drives everything we do. And our ownership culture creates alignment and increased commitment to that mission, keeping us on track to being successful.

What We Do

Founded with the purpose of anticipating community needs, HMC aims to create designs that have a positive impact, now and into the future. We focus primarily on opportunities to have the most direct contribution to communities–through healthcare, education, and civic spaces.

This position is located in Ontario, California.

Summary

The Facilities and Office Support Associate provides day-to-day operational support to ensure the office runs smoothly and efficiently. This role involves handling administrative tasks, managing office supplies, assisting with facilities-related needs, and ensuring a welcoming environment for employees and visitors. The ideal candidate is organized, customer-focused, and skilled at multitasking.

Position Responsibilities

Office Operations Support:

• Maintain and organize office supplies, ensuring stock levels are adequate and replenishing as needed.
• Manage training room calendar for building.
• Assist with the setup of meeting rooms, and common areas.

Hospitality and Office Duties:

• Manage and maintain coffee stations, kitchens, and other shared spaces.
• Greet and assist visitors, ensuring a professional and friendly experience.
• Support office events by coordinating meals, refreshments, materials, or room setups.

Mail and Courier Services:

• Handle incoming and outgoing mail, packages, and shipments.
• Maintain accurate records of deliveries and distribute items to the appropriate recipients.
• Reconcile shipping bills monthly.
• Coordinate with courier services and ensure timely deliveries.

Facilities Coordination:

• Address facility needs, and coordinate maintenance and repairs with vendors.
• Conduct regular inspections of the office to ensure it is clean, organized, and functional.
• Monitor equipment (e.g., coffee machines, keg) and work with vendors to repair when needed.
• Support health and safety measures, such as maintaining clear walkways and emergency equipment.
• Attend to and assist with building tenant questions and requests .

Administrative Assistance:

• Provide general support to staff, such as photocopying, scanning, or filing documents
• Assist with maintaining office records and updating contact lists or directories
• Perform data entry and basic clerical tasks as needed

Position Requirements

• High school diploma or equivalent; additional education or certifications are a plus
• 4 or more years of experience in an office support capacity, with some facilities coordination experience
• Strong organizational and multitasking skills
• Basic knowledge of office equipment and facilities management
• Excellent interpersonal and communication skills
• Proficiency with office software (e.g., Microsoft Office, Microsoft Excel, Microsoft Outlook)

Work Environment

• Office-based role with occasional physical tasks such as moving supplies or setting up spaces
• Full-time working hours

The hourly range for this position is $23.56 to $32.07

The actual offered salary for this position will vary depending on multiple factors including the candidate’s qualification, education, position knowledge, work experience, skills, ability, work location, and internal incumbent compensation for similar roles. We do not anticipate individuals hired into this position will start at or near the top half of the range listed; the decision will be based on each individual case. The salary range listed above does not include other compensation elements such as discretionary bonus opportunities, employee stock ownership grants, paid time off, medical insurance, and other wage and benefit opportunities.

Salary : $24 - $32