Corporate Office and Facilities Coordinator

FINRA•Woodbridge, NJ

1d•Onsite

About The Position

The Corporate Office and Facilities Coordinator serves as a frontline resource supporting FINRA’s hybrid workplace model and facilities operations. Under the general direction of a manager, the coordinator supports workspace management and facilities coordination to provide seamless workplace experiences for staff and visitors at assigned locations. As a member of the Corporate Real Estate team, the role contributes to workplace efficiency and employee satisfaction across FINRA locations. FINRA is hiring one specialist for each of several listed offices. The coordinator manages workspace reservations and conference facilities, coordinates facility service requests and vendor activities, and supports administrative, procurement, asset-control, documentation, compliance, and reporting needs. The role works autonomously on routine tasks and escalates complex issues appropriately. It includes collaboration in person and virtually in support of FINRA’s mission of investor protection and market integrity. The position requires full-time onsite presence at a FINRA office. The employee must be able to work outside normal business hours and remain on call 24 hours per day; some travel may be required. The position’s listed hourly pay ranges vary by work location. Employees may also be eligible for a discretionary bonus, and non-exempt employees are eligible for overtime pay under applicable law.

Requirements

Associate’s degree or higher in Business Administration, Facility Management, or a related field, or an equivalent combination of education and related experience.
At least four years of experience in facilities coordination, administrative support, or customer service.
Experience with reservation systems and facilities management software.
Strong knowledge of Microsoft Office Suite, including Word, Excel, and Outlook.
Excellent organizational skills and attention to detail.
Outstanding communication and customer service skills.
Professional demeanor and ability to interact effectively with all levels of staff.
Ability to support office and event setup, including lifting, moving, and arranging furniture, boxes, and other materials weighing up to 35 pounds, and bending, kneeling, and crawling as needed to connect and disconnect tables, with or without reasonable accommodation.
Problem-solving skills and proven ability to make independent decisions within established guidelines and procedures.
Ability to coordinate multiple priorities effectively in a professional environment.
Ability to work full-time onsite at a FINRA office location.
Ability to work outside normal business hours and remain on call 24 hours per day.
Willingness to travel when required.

Nice To Haves

Experience with procurement processes and vendor coordination.

Responsibilities

Act as the primary on-site resource for workplace operations, local real estate operations coordination, and employee experience.
Manage the hotel reservation system and resolve workspace booking issues for assigned locations.
Troubleshoot workplace navigation and reservation-process issues and provide timely guidance to employees and visitors.
Manage and maintain conference rooms and meeting spaces, ensuring they are organized, equipment is functional, and rooms are ready.
Process and coordinate facility service requests through the FM Interact system; liaise with contractors, building management, and internal staff to resolve issues.
Support oversight of vendor maintenance activities and ensure compliance with FINRA procedures.
Maintain vendor documentation, insurance certificates, and maintenance schedules.
Process invoices and purchase requisitions and coordinate staff relocations.
Manage regional supply inventory and ordering processes.
Track equipment locations, serial numbers, and building-operation supplies; coordinate inventory management with maintenance personnel.
Maintain organized facility records, work orders, and vendor documentation, and ensure adherence to facilities procedures and policies.
Monitor and document workspace utilization and facility performance metrics; prepare status reports on facilities operations and system effectiveness.
Work autonomously on routine tasks and escalate complex issues appropriately.
Collaborate in person and virtually in furtherance of FINRA’s mission.

Benefits

Comprehensive health insurance
Dental insurance
Vision insurance
Basic life insurance
Accidental death and dismemberment insurance
Supplemental life insurance
Spouse/domestic partner and dependent life insurance
Short- and long-term disability insurance
Long-term care insurance
Business travel accident insurance
Legal insurance
401(k) plan with company match
Additional FINRA-funded retirement contribution eligibility
Tuition reimbursement
Commuter benefits
Adoption assistance
Backup family care
Surrogacy benefits
Employee assistance
Wellness programs
Paid time off starting at 15 days and increasing with years of service, up to 25 days
Five personal days
Nine sick days
Two volunteer service days
Military leave
Jury duty leave
Bereavement leave
Voting and election official leave
Family-member-care leave after 90 days of employment
Childbirth and parental leave after 90 days of employment
Nine paid holidays for full-time employees
Potential discretionary bonus
Overtime pay eligibility for non-exempt employees in accordance with applicable law