Project Coordinator - Facilities

ONIVERSE is looking for a dynamic "Project Coordinator - Facilities" to join its headquarters in New York City, NY!

The Project Coordinator supports Calzedonia USA’s facilities and store operations by coordinating maintenance activities, managing billing processes, overseeing internal facilities software, and ensuring cleaning services are consistently executed across locations. This role acts as a key liaison between internal teams, vendors, and service providers to ensure facilities are maintained efficiently, cost-effectively, and in alignment with brand standards.

Job Title: Project Coordinator

Department: Facilities / Store Planning

Reports to: Senior Facilities Manager

Location: NY

Direct Reports: None

FLSA: Exempt

Key Responsibilities:

Maintenance Coordination

• Coordinate day-to-day maintenance requests for retail stores, offices, and warehouses
• Schedule and follow up on repairs with external vendors and service providers
• Track work orders, timelines, and completion status to ensure timely resolution
• Assist with preventative maintenance planning and execution

Billing & Invoicing

• Review, process, and reconcile maintenance and facilities invoices
• Ensure billing accuracy and compliance with contracts and internal procedures
• Track expenses and support budget monitoring related to facilities services

Facilities Software Management

• Maintain and update internal facilities management software
• Enter and track service requests, vendor information, and maintenance history
• Generate reports and provide data insights to support operational decisions

Cleaning Coordination

• Coordinate cleaning schedules for retail locations and corporate facilities
• Liaise with cleaning vendors to ensure service quality and brand standards
• Address cleaning-related issues or service gaps promptly

Cross-Functional Support

• Communicate effectively with store teams, operations, finance, and vendors
• Support facilities-related projects, store openings, remodels, and closures as needed
• Maintain organized records and documentation for all facilities activities

Qualifications & Skills:

• 1–3 years of experience in facilities coordination, project coordination, or operations (retail preferred)
• Strong organizational and multitasking skills with high attention to detail
• Experience managing vendors and service providers
• Comfortable working with facilities or work-order management software
• Proficient in Microsoft Office (Excel, Outlook, Word)
• Strong communication and problem-solving skills

Preferred

• Experience supporting multi-store retail environments
• Basic knowledge of maintenance, construction, or facilities operations

How we do it:

Oniverse was founded in 1986 close to Verona, Italy with the aim to create a new way of selling hosiery and beachwear for women, men and children, through a franchising sales network. More than thirty years later, Oniverse boasts more than 5,600 shops throughout the world with different brands such as Calzedonia, Intimissimi, Falconeri and Tezenis. The success of Oniverse is the result of a number of factors: the huge range of products, the particular attention paid to fashion and the unbeatable quality-price ratio.

These are some of the features that have enabled Oniverse to satisfy even its most demanding customers.