Concierge Facilities Coordinator

Melroc Group•West Henrietta, NY

6d•Onsite

About The Position

Concierge Facilities Coordinator plays a critical role in supporting the Global Head Office at 1020 Place NY facility and ensuring the smooth operation of the daily activities. This role is entrusted with managing various tasks, cleaning, and ensuring hygiene is maintained throughout the facility. The coordinator will manage handling mail, deliveries, and requests for booking meeting room spaces, and facilitate effective communication within the facility and with its occupants. This role serves as a vital link between the occupants, the family office and visitors and supports any special events in conjunction with their teams. This service is an extension of the Melroc Family Office Brand Experience, of which the coordinator will be an ambassador.

Requirements

Strong knowledge of cleaning, hygiene techniques, products, and safety guidelines.
Excellent organizational and multitasking skills.
Strong communication and interpersonal skills.
Ability to work independently and as part of a team.
Attention to detail and a proactive approach to problem-solving.
Highly professional outlook on all activities.
Honest and trustworthy.
Respectful and cheerful welcoming demeanor.
Possess cultural awareness and sensitivity.
Flexible and accommodating.
Professional presentation & Brand Ambassadorship.

Responsibilities

Developing and maintaining a comprehensive cleaning schedule for the entire building, based on usage patterns.
Ensuring high standards of cleanliness and hygiene are maintained throughout the facility.
Conducting regular inspections of the building and grounds, focusing on janitorial conditions and workspace cleanliness.
Addressing issues and concerns related to cleanliness promptly and effectively.
Managing waste and ensuring proper recycling and shredding programs are in place and adhered to.
Facilitating and managing contracts with external service providers (e.g., rubbish removal, recycling, shredding, pest control, window cleaning) and ensuring services are delivered as agreed.
Maintaining the highest of standards seen in a 5 Star Hotel for the benefit and wellbeing of staff.
Greeting and assisting staff, visitors, and guests with a professional and welcoming demeanor.
Serving as a brand ambassador of the Melroc Group Family office.
Supporting calendar management of shared meeting rooms in the 1020 Place NY Facility.
Maintaining confidential and sensitive information, ensuring proper storage, organization, and retrieval.
Supporting meeting and event coordination, including catering, visitor welcoming, and event setup.
Building and maintaining strong professional relationships with internal teams, external partners, clients, and stakeholders.
Serving as a point of contact and liaison between tenants, vendors, visitors, and contractors for the Facility and Family office.
Handling mail, deliveries, and guest requests.
Supporting Family Office events offsite from time to time.
Providing administrative support in ordering facilities supplies for the building.
Managing accurate inventory of supplies needed for facility maintenance and cleanliness.
Managing access through Openpath portal for contractors, vendors, and visitors for day passes.
Communicating and liaising with third-party contractors for repairs on HVAC, Plumbing, Security, Sprinklers, Fire Extinguisher Servicing, and Pest Control.
Anticipating potential issues, identifying solutions, and providing recommendations to Landlord and Family Office.
Managing and compiling task lists of repairs to bring in contractors to action and securing efficiencies on the volume of work to be done.
Ensuring compliance with building operations and safety regulations, otherwise elevating to Landlord.
Abiding by the Melroc Group confidentiality agreement.
Being accountable for time and ensuring not to be idle.
Responding promptly to emails and phone calls.
Managing time effectively to complete all tasks within specific and agreed time frames.
Supporting Family Office offsite or at other Facilities from time to time at management discretion.