Facilities Coordinator

Supervisory Scope

• Manage the functions and operations of the New York office and Facilities systems making sure that health and safety standards are met and arranging for repairs when needed.
• No supervisory/management of other employees.
• Manage vendors and contractors to fulfill contracted obligations to the fullest extent.

• College degree preferred or equivalent trade school or IFMA/ BOMA or other Certification in Facilities or Project Management or other trade certifications, a plus.
• 4-7 years’ experience in facilities with a highly professional organization, law firm or financial services firm, a plus.
• Must have an outgoing but tempered personality and be comfortable working with senior management.
• Possess basic maintenance/handyperson skills.
• Shows tact, discretion and good judgment in handling sensitive and confidential matters and documentation.
• Proven ability to work well in and contribute to a team environment.
• Demonstrates ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy.
• Excellent organization and communication skills.
• Ability to work overtime and understands the on-call nature of the position.
• Vendor and contract management and coordination.
• Strong Customer Service skills and demonstrated record of providing excellent service.
• Possess strong problem-solving skills.
• Ability to work overtime and understands the on-call nature of the position.
• Proficient in Microsoft Office Suite (Word and Excel skills).
• Excellent written and communications skills

• Coordinate the general maintenance and repair of the facility, including the electrical, carpentry, HVAC, fire prevention, lighting, fire safety systems, and housekeeping.
• Coordinate the scheduling of preventative maintenance and testing tasks for all Facilities systems and facility needs. (i.e., Building Management System, Lutron Lighting systems, security panels and card readers, kitchen, and cafeteria equipment, etc.).
• Oversee and coordinate the repairs to facilities or systems after a maintenance emergency.
• Perform day-to-day operations and maintenance responsibilities to help ensure the office is in peak condition.
• Coordinate the set up and removal of access from the card access system for new/terminated employees.
• Manage special events with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.
• Conducting regular inspections of conference rooms, client restrooms, wellness rooms, and shared spaces for cleanliness and for needed repairs.
• Manage the daily and nightly cleaning services to help ensure the vendor is meeting and or exceeding the contractual obligations.
• Coordinate renewals of Certificates of Insurance for all vendors requiring onsite access and manage these in a centralized database.
• Coordinate and obtain price quotations for annual maintenance contracts and planned repairs.
• Process invoices for payment on all Facilities vendors.
• Process maintenance contract renewals through the vendor management process and maintain the Facilities list of contracts.
• Manage and maintain the list of vendors for Facilities (1271) in the online database.
• Manage and maintain the maintenance of key closets for all doors and desks and develop and maintain a centralized system in SharePoint.
• Moving and arranging furniture or equipment.
• Serve as liaison with building engineers, vendors, and other contractors to complete all required work in the space.
• Assist with development and execution of a facilities maintenance program.
• Escorting Facilities and/or Office Services vendors to relevant work areas.
• Assist with developing a yearly Facilities budget.
• Assist Facilities Team with recurring and/or ad hoc tasks.
• Manage upgrades or replacement of HVAC, construction, plumbing, furniture, or other related systems.
• Assist with the development of processes, instructions, and other Facilities related documents required to cross-train on systems or functions.
• Placing and monitoring work orders for landlord and vendors.

The base salary range for this position is $68,000 - $80,000 per year. This…