Facilities Coordinator

OPENTEXT
OpenText is a global leader in information management, where innovation, creativity, and collaboration are the key components of our corporate culture. As a member of our team, you will have the opportunity to partner with the most highly regarded companies in the world, tackle complex issues, and contribute to projects that shape the future of digital transformation.

OpenText is seeking a Facility Coordinator to join our Facilities Management and Operations team, supporting office functions at our Provo office.

As a vital member of the Facilities Operations team, you will ensure the office runs effectively and efficiently, maintain exceptional service levels, and create a welcoming environment for employees and visitors alike.

As a first point of contact, you will be an ambassador of our brand, committed to delivering an outstanding customer experience. This role requires organization, creativity, active listening, and enthusiasm-you will help us find new ways to impress both visitors and internal teams with unparalleled service.

• Serve as the primary facilities point of contact for employees, contractors, vendors, and internal departments (IT, HR, Real Estate, Workplace Programs, Security, and Health & Safety).

• Support reception functions, including:

  • Providing daily reception coverage during breaks/lunch.

  • Welcoming visitors and employees, answering calls professionally.

  • Maintaining stock of office, cleaning, and kitchen supplies.

• Mailroom duties, including sorting mail, preparing outgoing shipments, and supporting sub-tenant mail services.

• Process time-sensitive documents, including checks, invoices, tax, and legal paperwork.

• Engage with ERP systems (SAP, NetSuite, Ariba) for vendor setup, financial approvals, project POs, and expense tracking.

• Build strong relationships with Facilities Team, Sourcing/Procurement, Accounts Payable, Security, Vendors, and Project Managers.

• Maintain the office's professional appearance, overseeing cleaning services and upkeep of common areas.

• Update building signage, including employee nameplates.

• Perform administrative tasks, including calendar management, purchase order requisitions, and special projects.

• Maintain facility databases, tracking operating manuals, floor plans, visitor access cards, parking permits, and vendor insurance.

• Manage new hire seating assignments and internal office moves in collaboration with Facilities and IT teams.

• Represent Facilities Operations on the Health & Safety Committee and become First Aid certified.

• Coordinate office services, liaising with the landlord's property manager and third-party vendors.

• Assist with event coordination, including setup, teardown, landlord approvals, and catering orders.

• Ensure a safe and secure workplace, monitoring security protocols.

• Support special projects, providing a high-touch, "best-in-class" experience for employees and guests.

• Identify and address facilities issues, working with management to implement improvement plans.

• 5 years of experience in an office services or administrative support role.

• Excellent verbal/written communication and interpersonal skills.

• Strong customer service focus and ability to interact with all levels of the organization.

• Detail-oriented with strong organizational skills.

• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).

• Ability to quickly learn and navigate new software (SAP, NetSuite, Ariba, CenterStone, Concur).

• Strong ability to prioritize tasks, manage multiple projects, and execute effectively.

• Collaborative mindset, with the ability to work independently and as part of a team.

• Discretion and professionalism in handling sensitive/confidential information.

• College/university degree or equivalent work experience is an asset.

• Experience with courier services (UPS, FedEx, AIT, domestic & international shipments, freight).

• Ability to lift 20 lbs as needed.

General office environment, with occasional flexibility needed for projects, deadlines, and special events. Reasonable accommodations can be made to support individuals with disabilities in performing

OpenText's commitment to diversity and inclusion surpasses legal requirements, evident in our Equal Employment Opportunity Statement of Policy which promotes a respectful and empowering environment for employees of all backgrounds, culture, national origin, race, color, gender, gender identification, sexual orientation, family status, age, veteran status, disability, religion, or other basis protected by applicable laws.

If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please contact us at hr@opentext.com. Our proactive approach fosters collaboration, innovation, and personal growth, enriching OpenText's vibrant workplace.