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Xenia Systems is currently hiring for a variety of opportunities. Please see our open positions below and apply for those opportunities that are interest. If you do not see a position matching your skill sets, please feel free to send your resume to

Facilities Coordinator

Job Title
Facilities Coordinator
Job ID
Alexandria,  VA 22312
Other Location

Xenia Systems is seeking a Facilities Coordinator for a long-term contract opportunity that will be based out of Alexandria, Virginia. 

Purpose of Facilities Coordinator

The Facilities Officer will contribute to the success of the business by undertaking a range of facilities support responsibilities.

Key Accountabilities

  • Be continuously alert to Health, Safety and Environmental (HSE) risks and hazards
  • Report all hazards or incidents and escalate as required
  • Ensure all HSE issues are logged in the facilities management logging system
  • Act as the first point of contact for staff seeking facilities assistance
  • Respond and action all emails and phone calls that are received through the facilities helpdesk in the agreed a time frames
  • Administer all functions of the Facilities Helpdesk – including close supervision and delegation to members of the facilities team or external contractors
  • Ensure that all facilities requests are logged into the facilities helpdesk logging system
  • Advise the facilities management team of any issues encountered or  complaints received in execution of duties
  • Ensure the smooth running of the day-to-day operations of the facilities department
  • Provide timely support to the Facilities Management team
  • Assist the facilities team to regularly undertake walk through inspections of all facilities to maintain cleanliness, HSE, security and to identify any minor works required
  • Maintain the security pass system
  • Assist with adherence to security policies by undertaking random spot checks of ID passes
  • Assist with employee exit process as and when required
  • Completing the new joiner and leaver procedure
  • Maintain Facilities departmental databases (e.g. Maximo, Service Now, Ariba, etc.)
  • Assist the Facilities Manager with ad hoc projects 
  • Maintain the central office supplies to ensure that business needs are met in a timely manner.
  • Monitor consumables usage patterns to ensure there is no wastage or misuse of the supplies.
  • Monitor office equipment to ensure maximum availability of such equipment to staff
  • Ensure all invoices are entered correctly into Ariba and the facilities monthly costing spreadsheet in a timely manner
  • Maintain the key register and control the allocation and retrieval of keys as required.
  • Assistance in preparation of periodical reporting, ensuring reports and work completed are to a high standard within agreed timeframes


  • The incumbent is subject to a satisfactory background history check in line with company requirements
  • Be able to respond to emergency situations as required, on a 24x7 basis to meet business needs
  • Hold a valid drivers licence to drive to other company's sites and attend meetings with external stakeholders
  • Superior customer service skills
  • Confidence to communicate with all levels within the company
  • Approachable and friendly disposition
  • Well-developed written and oral communication skills
  • Ability to meet deadlines and handle multiple tasks
  • Ability to work within and contribute to a team environment
  • Experience in working in a changing environment
  • Desire for continuous improvement


  • Project implementation experience
  • Experience with Ariba
  • Experience with Maximo (Asset Management)
  • Experieince with Service Now
  • Experience in the day to day Facilities Management, Administration and HSE

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