Facilities Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee utility connections and service scheduling for new facility locations

• Review, manage, and approve monthly utility invoices across various operational sites

• Facilitate facility maintenance, repairs, and coordination with vendor service providers

• Collaborate with Warehouse Operations and Human Resources on staffing needs and startup processes for temporary facilities

• Inspect, verify, and authorize vendor invoices from temporary staffing agencies

• Support leadership in customer site visits, executive travel arrangements, and daily administrative functions

• Gather, monitor, and maintain Certificates of Insurance for warehouse partners and vendors

• Oversee property insurance compliance documentation, including COPE details and quarterly audits of warehouse Statement of Values

• Handle administrative responsibilities for the Warehouse Legal Liability insurance policy

• Manage facility-related claims and serve as the liaison between Higginbotham and clients

• Input new warehouse leases into Lease Crunch and oversee ASC 842 lease liabilities

• Prepare and record monthly lease accounting journal entries while maintaining reconciliation schedules

• Keep records of warehouse security deposits, reconciliations, and deposit returns

• File annual retention statements and monitor compliance and nexus in jurisdictions with warehouses and inventory

⛳️ Requirements

• Minimum of 5 years of experience in administrative, operational, or accounting support roles

• Basic knowledge of financial principles, general ledger accounting, and journal entries

• Experience with ASC 842 lease accounting is preferred but not mandatory

• High level of proficiency in vendor management, compliance documentation (COIs), and facility setup procedures

• Excellent organizational skills with the ability to independently prioritize tasks and assist executive schedules

• Direct experience navigating and processing transactions within NetSuite

• Authorization to work in the United States is required upon application

• Must specify whether employment visa sponsorship will be necessary

🏝️ Benefits

• Competitive salary

• Paid time off, sick days, mental health days, and paid holidays

• Fully remote work opportunities with flexible schedules

• Minimal travel requirements

• Health, vision, dental, and life insurance coverage

• 401(k) plan with employer matching

• Options for FSA/HSA and Employee Assistance Program (EAP)

• Discounts for employees and referral bonuses

• Opportunities for professional development and volunteer time off