Senior Facilities Coordinator

About Us:

NYSTEC is a nonprofit technology consulting company, advising agencies, organizations, institutions, and businesses since 1996. We're independent and vendor-neutral, so we have our clients' best interests  NYSTEC, we know that we succeed when individuals and teams flourish personally and professionally, so our benefits and perks support that mindset.

About the Role:

As a senior facilities coordinator in the facilities department, you will collaborate with team members to oversee the organization in maintaining safe, efficient, well-functioning, and engaging office environments across multiple NYSTEC office locations.

Serving as a senior facilities coordinator, this role requires a flexible, hands-on individual who will manage day-to-day operations, coordinate vendors, and contribute to facilities-related projects. The position involves regular travel between office sites and responding to evolving operational needs.

Key Responsibilities

* Serve as a point of contact for employees and visitors, providing information on the office environment, including facility protocols, office procedures, and workplace etiquette.

* Coordinate and execute projects internally as well as with landlords, property managers, cleaning contractors, and all other workplace partners.

* Assess space readiness regularly and conduct frequent walkthroughs to ensure work spaces, conference rooms, and offices are occupant ready.

* Lift and move items such as furniture, supplies, and equipment, as needed.

* Oversee the intake, management, and escalation of facility related concerns, complaints, or suggestions to the workplace experience manager.

* Define and maintain office standards for conference rooms, break areas, signage, supplies, and overall readiness.

* Serve as support and backup to the Workplace Experience Manager for all pertinent and urgent facilities related projects, issues, and office related decisions.

* Monitor, triage, and handle service desk tickets, ensuring timely resolution in line with policy standards.

* Maintain consistent presence and application of business standards across all offices.

* Conduct periodic facility satisfaction surveys, dashboards and reports on facility related issues, vendor performance, lease dates, space utilization and space readiness.

* Partner with IT on optimum technology experience in all work spaces.

* Coordinate the day-to-day operations of the facilities, including cleaning/janitorial, life-safety, engineering, and general maintenance (e.g., plumbing, electrical, carpentry, painting, and landscaping). Ensure that they are implemented and carried out in a manner consistent with NYSTEC policies and leadership directives.

* Lead facility related needs for onsite and offsite events

* Ensure compliance with physical security and access processes and procedures around badges, keys, visitor protocol, etc. in partnership with CIS and IT teams.

* Maintain records regarding building codes, fire codes, and other relevant regulations to ensure compliance.

* Support facility projects by collaborating with stakeholders, coordinating tasks, and providing status updates, as needed.

* Assist with administration and tracking of office leases, including renewal dates, landlord obligations, terms, service issues, notices, and key business dates.

* Ensure that scheduled preventative maintenance for equipment is properly and promptly performed; maintain the maintenance records on the equipment; and maintain operations, administrative, and quality assurance backup plans and procedural documentation.

* Plan, coordinate, and review seating plans, office move coordination, floor plan changes, and other office reconfigurations.

* Contact contracted vendors on repair and maintenance work to ensure that repairs are conducted in a timely fashion and in accordance with our standard operating procedures.

* Perform light office upkeep to support a clean, organized, and welcoming workplace environment

* Conduct routine site inspections to ensure safety, cleanliness, and operational standards are maintained.

* Oversee emergency response procedures and act as a point of contact when needed.

* Support the process of…