Workplace and Facilities Coordinator

ReqID: NEW
000250

** Joining Arup*
* At Arup, you belong to an extraordinary collective - in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.

You will have the opportunity to do socially useful work that has meaning - to Arup, to your career, to our members and to the clients and communities we serve.

** The Opportunity*
* We are currently seeking a Workplace and Facilities Coordinator for our
** New York City office** , tasked with overseeing approximately 100,000 RSF of downtown core office space and providing support to a team of 500 staff. This role will also involve supporting our offices in the eastern region, spanning
** New York, New Jersey, Boston, Chicago, and Washington DC** . We are seeking a candidate eager for growth, with opportunities to develop their skills towards a long-term managerial position.

** New York Office*
* + Assist in managing workload, coverage, and quality of work for the New York Facilities team while ensuring the day-to-day operations are in alignment with the framework, processes and best practices developed by the regional Facilities team.

+ Main point of contact for all Facilities Management related matters for the NY office, and responsible for building, maintaining, and developing positive relationships with landlord, property managers, building engineers, building security and other building staff.

+ Oversee soft services and manage relationship, service level agreements (SLA) and key performance indicator (DPI) for vendors.

+ Act as a Health & Safety Site Leader for the NY office, managing safety responsibilities such as conducting quarterly H&S meetings, coordinating training, and ensuring emergency equipment is inspected.

+ Support the work-order system, ensuring work requests are appropriate and carried out according to departmental procedures with a strong focus on hospitality to boost employee engagement. Respond to complaints in a detailed and expedient manner.

+ Oversee the delivery of maintenance and repair services. Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns.

+ Support the departmental Operating and Capital budgets by assisting in estimating, controlling, and tracking expenses while meeting annual assigned targets and identify areas for optimization.

+ Perform New Hire orientations.

+ Update floor plans and occupancy records.

+ Maintain the FM intranet page.

+ Assist in handling office security systems and providing building and office access cards.

+ Contribute to identifying and implementing sustainability initiatives.

** East Geography*
* + Manage the delivery of Facilities Management services located in Arup's offices in the East Geography (New York City, New Jersey, Boston, Washington D.C., and Chicago).

+ Responsible for providing adequate spaces that are conducive to productivity and aligned with local, provincial, and other statutory regulations.

+ In conjunction with the regional Facilities team, develop and implement processes, standards, best practices, initiatives, etc.

+ Responsible for management, supervision, and professional development of the Facilities team members in the Arup offices in the East Geography.

+ Undertake other regional Facilities Management responsibilities on an as needed basis.

Periodic travel required.

** Skills*
* + Minimum of 4 years of proven experience in Facilities Management or Coordination experience in a professional services environment.

+ Proven supervisory experience.

+ The ability to juggle and prioritize effectively, balance assigned work and exceptional organization skills required for our constantly evolving environment.

+ Experience in SAP Concur is a plus but not required.

+ Associates Degree or higher in a related field preferred.

+ Bilingual English/Spanish preferred.

+ Customer service oriented.

Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for, but you are interested in other opportunities for a future with purpose, please sign up to our   is where you will be…