Facilities and Hospitality Coordinator

Facilities Coordinator

World Economic Forum | New York, NY

Base pay range: $60,000 – $80,000 per year

Schedule: 5 days per week on site, 7:30 am – 3:30 pm

Relocation: Not eligible

As part of the NY Operations team, the Facilities & Hospitality Coordinator ensures a well‑functioning, welcoming office environment and delivers high‑quality facilities and hospitality support for meetings and events hosted in our New York office.

The Facilities & Hospitality Coordinator reports to the Office Operations Manager and works closely with the Hospitality/Events team, AV/IT team, Security team, building management, security, and external vendors/contractors.

• Maintain office, conference rooms, and staff areas to a high standard; conduct daily walkthroughs and remediate issues promptly, and schedule painting and preventative maintenance twice a year.
• Ensure all equipment and machinery are fully operational, including conducting or placing specified work orders for repairs/maintenance.
• Manage building work orders end‑to‑end (submission, vendor coordination, close‑out).
• Assist with deliveries, moves, and small workplace projects; coordinate waste/recycling.
• Collaborate with Office Manager for internal safety and security training (coordination with Security Affairs and P&C).
• Assist with maintaining safety and compliance equipment (e.g., extinguishers, AEDs, signage, first‑aid kits): place work orders and schedule service as needed.
• Ensure egress routes are clear; maintain visibility of emergency signage and compliance postings.
• Support incident response (e.g., power outages, leaks, equipment failure) and escalating timely.
• Assist with drills and compliance checks; maintain documentation.
• Coordinate event logistics: room sets, furniture moves, signage, catering, staging, and resets (including lifting/moves as needed).
• Support AV/IT setups in coordination with the AV/IT specialist (plug‑and‑play checks, cable management, basic troubleshooting/escalation).
• This role may include occasional travel to other Forum offices or event locations to provide on‑site facilities and event support as needed.
• Manage and maintain accurate, up‑to‑date documentation and inventory of office, including stationery, equipment, pantry supplies, and furniture, sharing updates regularly with the Operations Manager.
• Handle all office purchasing (supplies, snacks, minor equipment, consumables) in accordance with procurement policies and within budget parameters set by the Operations Manager.
• Handle all office deliveries and maintain daily contact with vendors on order status; track lead times and escalate delays when needed.
• Serve as day‑to‑day liaison with building engineers/management, security, and contractors; escort as required in collaboration with the Security team.
• Keep an accurate track of vendor and supplier terms, service contracts, and budget within their supplier scope.
• Monitor contractor performance and safety; verify work meets scope and Forum standards.
• Collaborate with People and Culture with On/Offboarding: prepare welcome supplies for newcomers; clean up and reset desks.
• Collaborate with Office Operations Manager to keep track of the office seating plan; manage seat assignments for newcomers and leavers.

• Flawless room readiness and event turnarounds; positive internal and external client feedback.
• High proficiency of Preventive Maintenance intervals; accurate, up‑to‑date logs and documentation.
• Proactive issue spotting and swift resolution with minimal disruption to staff/events.
• Professional, service‑oriented demeanor; clear communication with stakeholders.

• 3+ years relevant experience in facilities operations, events/hospitality, or corporate services.
• Experience with Building Engines, Prism or similar work‑order/CMMS platforms preferred.
• Strong organizational skills; ability to balance daily operations with event timelines.
• Hands‑on aptitude for basic repairs and safe equipment handling.
• Proficiency with Microsoft Office/365; basic familiarity with ticketing/CMMS and inventory spreadsheets.
• Comfort collaborating with vendors and building personnel; sound judgment and discretion.
• Ability to take accurate measurements of rooms, furniture, and equipment, and record dimensions in both centimeters (cm) and inches (in).
• Ability to read and interpret floor plans, layouts, and equipment labels.
• Understanding of floor‑by‑floor headcount allocations and capacity‑planning principles.
• Ability to lift/push/pull 25–50 lbs; frequent walking, bending, and standing.
• Ability to work early mornings, late evenings, or occasional weekends during events as needed.

Associate

Full‑time

Administrative

Non‑profit Organizations

• Medical insurance
• Vision insurance
• 401(k)
• Disability insurance