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. 

Job Description:

The Associate Facilities Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, and supporting day-to-day administrative and facility needs. 

What you'll do:

• Greet and assist visitors, ensuring a positive and professional first impression 
• Manage emails and general inquiries, routing as appropriate 
• Coordinate visitor access, badging, and check-in processes 
• Maintain office organization, cleanliness, and readiness at all times 
• Schedule meetings and manage conference room bookings 
• Support office operations including mail distribution, deliveries, and supply inventory 
• Coordinate with vendors and service providers as needed 
• Partner with Facilities, IT, and Security teams to support workplace needs 
• Maintain accurate records and handle sensitive information with discretion 

Required qualifications:

• Highschool Diploma or equivalent (Associate or Bachelor’s degree preferred) 
• 1–3 years of experience in a front desk, receptionist, or administrative role 
• Strong verbal and written communication skills 
• Proficiency in Microsoft Office or Google Workspace 
• Ability to multitask and prioritize in a fast-paced environment 
• Strong organizational skills and attention to detail 
• Professional demeanor with a customer-service mindset 

Preferred qualifications:

• Experience in a corporate or high-growth blended manufacturing/office environment 
• Familiarity with visitor management systems (Envoy) 
• Experience supporting facilities or office operations