Associate Facilities Coordinator

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. What you'll do: • Greet and assist visitors, ensuring a positive and professional first impression. • Manage emails and general inquiries, routing them as appropriate. • Coordinate visitor access, badging, and check-in processes. • Maintain front desk organization, cleanliness, and readiness at all times. • Schedule meetings and manage conference room bookings. • Support office operations, including mail distribution, deliveries, and office supply inventory. • Coordinate with vendors and service providers as needed. • Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services. • Assist with planning and execution of office events, meetings, executive visits, and team activities. • Partner with Facilities, IT, Security, and Workplace teams to support daily office operations. • Maintain accurate records and handle sensitive information with discretion. • Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational. • Coordinate maintenance and repairs of office equipment with vendors when required. • Oversee office cleaning services and ensure the workplace is maintained to the highest standards. • Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations. • Maintain inventory and accountability of office equipment, company assets, and workplace supplies. • Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access. • Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities. Required qualifications: • High school diploma or equivalent (Associate’s or Bachelor’s degree preferred). • 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role. • Upper-Intermediate (B2) or higher English proficiency (written and spoken). • Strong verbal and written communication skills. • Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace. • Experience managing phones, calendars, and visitor coordination. • Ability to multitask and prioritize in a fast-paced environment. • Strong organizational skills and attention to detail. • Professional demeanor with a customer-service mindset. • Reliable, punctual, and able to handle sensitive and confidential information. • Ability to work independently, take ownership, and proactively solve day-to-day office issues. Preferred qualifications: • Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field. • Experience in a corporate or high-growth blended manufacturing/office environment. • Experience supporting facilities, office operations, or workplace services. • Basic knowledge of access control systems and office security protocols. • Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems). • Experience coordinating vendors, deliveries, and events. • Experience supporting meetings, trainings, executive visits, and corporate events. • Experience managing office inventory and workplace assets. • Strong problem-solving skills with the ability to work independently. • Experience handling confidential or sensitive information in a professional environment. Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.