Facilities Contract Coordinator

Summary: The Facilities Contract Coordinator works closely with the Senior Manager of Facilities Administration and the Vice President to support all contractual aspects of Facilities Operations across the organization nationwide. This role ensures that all vendor agreements—including master service agreements, service level agreements, amendments, RFPs, RFIs, and termination letters—are properly developed, maintained, and monitored for compliance with departmental standards.

Facilities Contract Coordinator reports directly to the Senior Manager of Facilities Administration and has no direct reports.

This position is an on-site role and reports to 520 8th Ave, New York, NY ASPCA location.

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience.

The expected hiring salary range for this role is set forth below and may be modified in the future.

• The target hiring range for this role is $36.06 - $38.47 / hour

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and  benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

• Lead the creation, formatting, and distribution of Facilities-related RFPs and RFIs in collaboration with Facilities site Managers.
• Monitor Requests for Proposals (RFPs) and Requests for Information (RFIs) for facility-related services, ensuring clarity, compliance, and competitive bidding.
• Analyze vendor proposals with Legal, Finance, and Facilities Teams for cost-effectiveness, compliance, and service quality.
• Collaborate with Facilities leadership to define project scope, requirements, and timelines.
• Coordinate vendor communications, proposal submissions, and evaluation processes.
• Maintain RFP and RFI templates and best practice guidelines for department use.
• Draft, review, and track all Facilities-related agreements, including:
  • Master Service Agreements (MSAs)
  • Service Level Agreements (SLAs)
  • Amendments
  • Termination letters and contract close-outs
• Maintain a contract renewal calendar via Airtable with alerts for upcoming expirations and renegotiations
• Ensure compliance with company policies, legal requirements, and negotiated terms across all assigned states in collaboration with Legal, Finance, and Facilities Teams.
• Assist Facilities Managers with monitoring contract performance, deliverables, and renewal timelines
• Serve as the primary point of contact for contract inquiries
• Collaborate with the Facilities team to integrate contract terms with permit, inspection, and certification requirements.
• Facilitate internal approvals and ensure executed copies are stored in Airtable and Box
• Work with Facilities team, Legal, and Finance teams to ensure alignment on contract terms and budget compliance.
• Partner…