Facilities Coordinator

We are Guggenheim, a global constellation of museums unlike any other in the world. Four museums on three continents, united by the power of groundbreaking art to connect us to ourselves and to each other. Since our founding in 1937, the Guggenheim has introduced, celebrated and brought to the public the newest voices and visions in modern and contemporary art. When Solomon R.

Guggenheim and Hilla Rebay set out to share the joy they first experienced in discovering experimental art, they initiated the creative risk‑taking that is today synonymous with “Guggenheim” throughout the world. Across the globe, each Guggenheim stands not just as a backdrop for visionary art but as masterpieces in and of themselves to experience.

We are looking for a proactive, organized Facilities Coordinator to support the planning and execution of facilities and workplace projects across Guggenheim sites. Working closely with Facilities/Engineering and Operations, this role helps coordinate project schedules, vendors, procurement, and documentation; supports the facilities helpdesk/work order intake process; and provides on-site coordination as needed to keep projects and building initiatives moving forward.

• 2–4 years of experience in facilities coordination, facilities project coordination, workplace operations, or a related administrative/project support role.
• Strong organizational and time management skills; ability to manage multiple tasks, deadlines, and stakeholders.
• Excellent verbal and written communication skills, with strong attention to detail.
• Working knowledge of project coordination fundamentals (scope, schedule, status tracking, and closeout).
• Comfort coordinating vendors/contractors, collecting quotes, scheduling site visits, and following up on deliverables.
• Experience supporting purchasing and invoice processing (e.g., creating purchase orders, coding invoices, tracking payment status).
• Proficiency in Microsoft Office (Outlook, Word, Excel); ability to create trackers, simple reports, and well-organized documentation.
• Experience with a CMMS or work order system (e.g., MaintainX) and/or expense tools (e.g., Concur) preferred.
• Flexibility and the ability to adapt to changing priorities in a fast‑paced environment.
• Ability to be proactive, use independent judgment, and follow through.
• Experience in museum or cultural institution environments a plus.

Duties may include, but are not limited to, the following:

• Facilities Project Support:
  Assist with planning and coordinating facilities projects (e.g., repairs, upgrades, minor renovations), including scheduling, logistics, and day‑of on‑site coordination with facilities team members and external vendors.
• Create and maintain project trackers, meeting notes, and documentation (scope notes, proposals, COIs, closeout documents) to support timely execution.
• Vendor & Contractor Coordination:
  Coordinate vendor walkthroughs; collect quotes; support bid comparisons; schedule work; and follow up on deliverables in partnership with Facilities leadership.
• Facilities Helpdesk / Work Orders:
  Serve as a first point of contact for internal facilities requests; create, route, and track work orders in the MaintainX ticket system for the engineering team; communicate updates to requestors.
• Procurement & Financial Administration:
  Create purchase orders; code and process invoices; and track vendor payment status in Concur (or similar systems) for facilities‑related work.
• Site Support & Coverage:
  Travel to Guggenheim sites in the tri‑state area (NY, NJ, CT) to support project coordination and provide on‑site coverage as needed.
• Inventory/Materials Support:
  Assist with tracking and maintaining organized storage areas for facilities materials and equipment related to projects and ongoing work.
• Coding and processing invoices for all of Facilities.
• Creating purchase orders for all work being performed for Facilities by outside contractors.
• Tracking status of vendor payments in Concur.

• Must be willing to travel between Guggenheim sites within the metropolitan area as required to perform the above…