Facilities Coordinator - Costa Mesa, CA

Job Title:

Facilities Coordinator - Costa Mesa, CA Job Description We are seeking a strategic and detail-oriented Facilities Coordinator to manage employee relocation logistics and workspace transitions within our corporate office environments. This role ensures seamless coordination of internal moves, optimal space utilization, and exceptional service delivery while partnering with multiple stakeholders across the organization. The position requires flexibility and adaptability as business needs and workplace configurations continuously evolve. Responsibilities Plan and execute internal employee relocations, including desk changes, department moves, and office reconfigurations with minimal business disruption. Create detailed move schedules, timelines, and project plans by coordinating with employees, IT teams, facilities, and external vendors. Manage relationships with moving companies, furniture installers, and service providers, obtaining competitive quotes and overseeing work quality. Serve as the primary point of contact for employees during relocations, providing clear communication on packing requirements, move dates, and processes. Collaborate with facilities teams on floor plans, workspace assignments, and seating charts to align with space utilization strategies and workplace standards. Track and update office layouts, maintaining accurate and current documentation of all workspace configurations. Coordinate with building management and security teams regarding move schedules and access requirements. Maintain comprehensive records of furniture, equipment, and technology assets being relocated, ensuring nothing is lost or misplaced. Update and manage move databases, floor plans, and CMMS documentation with precision. Create detailed move reports and document lessons learned to continuously improve processes. Address and resolve issues during moves, including schedule conflicts, damaged items, and unforeseen logistics challenges. Develop contingency plans to ensure business continuity and minimize operational impact. Support employee onboarding and offboarding processes related to workspace assignments. Manage procurement activities and vendor follow-up for move-related services and supplies. Essential Skills U.S. Citizenship is required. 1-2 years of experience in moves coordination, facilities management, workspace planning, or a related field. Strong written and verbal communication skills with the ability to interact professionally across all organizational levels. Advanced computer proficiency, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), CMMS, space planning and floor plan management software, and database management tools. Exceptional organizational skills and meticulous attention to detail. Proven ability to manage multiple simultaneous projects and competing priorities. Strong problem-solving skills with the ability to develop creative solutions under pressure. Demonstrated vendor management experience. Ability to work independently with minimal supervision. Valid driver's license with the ability to travel to multiple sites within a 10-mile radius. High school diploma or equivalent. Additional Skills & Qualifications Project management certification or formal training. Experience coordinating corporate office moves or large-scale workplace reconfigurations. Experience in commercial property management or corporate real estate. Familiarity with workplace strategy and space utilization best practices. Experience with AutoCAD, Revit, or similar space planning software. Knowledge of office furniture systems and workplace ergonomics. Previous experience in a corporate campus or multi-building environment. Work Environment This is a contract position with potential for a full-time offer after six months. The role is primarily a desk job but requires a decent amount of walking across a large campus. The work hours are Monday through Friday, 8 am to 5 pm. The first interview round will be virtual, followed by an in-person second round. Free parking is available onsite, with contractors parking at an offsite lot adjacent to headquarters. A check is required, and an MVR may be required if using a personal vehicle. The company operates in a fast-paced environment and offers a collaborative workspace. Job Type & Location This is a Contract position based out of Costa Mesa, CA. Pay and Benefits The pay range for this position is $30.00 - $32.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Costa Mesa,CA.

Application Deadline This position is anticipated to close on May 20, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.