Facilities Coordinator

At The Rosenblum Companies, better spaces don't run themselves. Behind every well-maintained building is a team of professionals who keep operations organized, vendors coordinated, systems running smoothly, and tenants supported. We’re seeking a organized, detail-oriented and service-minded Facilities Coordinator to support the operations of our growing portfolio. This is an integral part of our Building Maintenance and Property management teams, ensuring our buildings, systems, vendors and operational processes run efficiently.

About us: The Rosenblum Companies is one of the Capital District’s largest fully integrated real estate development and management companies. Our portfolio encompasses over 1.7 million square feet of award-winning properties. We’re proud to have been named Developer of the Year in 2024 and one of Albany’s “Best Places to Work” and Times Union’s “Top Workplaces!”

Major Accountabilities

• Contract Management
  • Maintain accurate and current records of property management related vendor contracts, service agreements, warranties, proposals and other contractual documentation
  • Maintain a centralized contract tracking system, including terms, service scope, property coverage, pricing, expirations dates and renewal requirements.
  • Assist the facilities team in obtaining proposals, bids, contract documents and coordinating contract execution.
  • Maintain vendor Certificate of Insurance (COI) records and other required compliance documentation.
• Provide administrative support on repair and maintenance (R&M) and capital expenditures.
• Maintain budget tracking tools and assist in monitoring actual expenditures against approved budget.
• Assist with invoice review by verifying appropriate property, account, or other required information prior to approval.
• Building Management Systems Administration
  • Serve as the primary administrative support resource for Building Management Systems (BMS) and related facilities technology
  • Monitor system notifications, alarms, and other identified conditions and appropriately route or elevate issues to the Facilities Manager, Building Engineers, Property Managers, or vendors.
  • Assist with entering and maintaining equipment, preventative maintenance, inspection, and other facilities information within applicable systems.
  • Develop working knowledge of property technology and building systems sufficient to provide effective administrative and first-level user support.
• Standard Operating Procedures and Quality
  • Assist the Building Engineering team in developing, documenting, implementing, and maintaining facilities Standard Operating Procedures (SOPs).
  • Maintain a centralized and organized library of current facilities procedures, forms, checklists, inspection standards, emergency information, and other operational documentation.
  • Maintain equipment inventories, asset records, warranties, service histories, and other critical building information.
  • Track key facilities metrics, including preventative maintenance completion, overdue tasks, inspections, work orders, recurring repairs, and other performance measures
• Positive First Impressions
  • Front desk coverage for all business hours; coordinate team coverage during breaks and time off.
  • Ensure that helpful customer service is consistently provided in accordance with service protocols and company core values.
  • Professionally greet and direct calls and visitors.

Other General Duties and Expectations

• Provide exceptional customer service through positive interactions with teammates, customers, tenants, visitors, and vendors in person and via telephone, email, and tenant portal.
• Provide general administrative support to managers within the…