Workplace and Facilities Coordinator

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.

You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

We are currently seeking a Workplace and Facilities Coordinator for our New York City office, tasked with overseeing approximately 100,000 RSF of downtown core office space and providing support to a team of 500 staff. This role will also involve supporting our offices in the eastern region, spanning Newark, Boston, Chicago, and Washington DC. We are seeking a candidate eager for growth, with opportunities to develop their skills towards a long‑term managerial position.

• Assist in managing workload, coverage, and quality of work for the New York Facilities team while ensuring the day-to-day operations are in alignment with the framework, processes and best practices developed by the regional Facilities team.
• Main point of contact for all Facilities Management related matters for the NY office, and responsible for building, maintaining, and developing positive relationships with landlord, property managers, building engineers, building security and other building staff.
• Establish and maintain strong working relationship with key stakeholders within the Arup organization.

Oversee soft services and manage relationship, service level agreements (SLA) and key performance indicator (DPI) for vendors.

• Support the work-order system, ensuring work requests are appropriate and carried out according to departmental procedures with a strong focus on hospitality to boost employee engagement. Respond to complaints in a detailed and expedient manner.
• Oversee the delivery of maintenance and repair services.
  
  Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns.
• Support the departmental Operating and Capital budgets by assisting in estimating, controlling, and tracking expenses while meeting annual assigned targets and identify areas for optimization.
• Oversee the delivery of maintenance and repair services.
  
  Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns.
• Update floor plans and occupancy records.
• Maintain the FM intranet page.
• Assist in handling office security systems and providing building and office access cards.
• Contribute to identifying and implementing sustainability initiatives.
• Responsible for directing the work of the Facilities team members in the New York office.

• Support the delivery of Facilities Management services located in Arup’s offices in the East Geography outside New York City (Newark, Boston, Washington D.C., and Chicago).
• Lead and support procurement and OPEX management.
• Mainain the FM intranet page for all locations.
• Responsible for providing adequate spaces that are conducive to productivity and aligned with local, provincial, and other statutory regulations.
• In conjunction with the regional Facilities team, develop and implement processes, standards, best practices, initiatives, etc.

Responsible for directing the work of the Facilities team members in the East Geography.

• Support the delivery of Facilities Management services located in Arup’s offices in the East Geography outside New York City (Boston, Chicago, D.C. & Newark).
• Lead and support procurement and OPEX management.
• Maintain the FM intranet page for all locations.
• Responsible for providing adequate spaces that are conducive to productivity and aligned with…