Facilities Administrative Coordinator

New World Symphony•Miami Beach, FL

7d•Onsite

About The Position

The Facilities Coordinator provides administrative support to the facility management team to ensure that New World Symphony’s (NWS) facilities, New World Center (NWC) and Alton Pointe (AP), are operated, managed, maintained, repaired and improved in accordance with the organization’s standard of excellence, industry best practices and in a cost-effective manner.

Requirements

High school diploma or GED required
one to three years of administrative and customer service experience required
Ability to provide excellent customer service by responding to staff, Fellows, vendors, and other stakeholders with professionalism, responsiveness, and patience
High degree of organization and attention to detail
Ability to prioritize and manage numerous tasks
Proficient in Microsoft Office applications
Strong verbal and written communication skills
Fluency in English is required

Nice To Haves

college degree preferred
experience in facilities administration preferred
an equivalent combination of education and experience may be considered
fluency in Spanish is desired
Passion for the mission of New World Symphony and commitment to its values of community, respect, excellence, accountability and trust

Responsibilities

Provide administrative support to the NWS Facilities management team
Track facilities helpdesk tickets and maintenance requests, help ensure new service requests are acknowledged in a timely manner, follow up on open items, communicate status updates, and close tickets upon completion
Respond to facilities and fellow housing-related inquiries and concerns, assess issues, coordinate next steps, and elevate concerns as appropriate
Maintain facilities vendor lists, task schedules, maintenance records and related departmental files
Coordinate with outside contractors and vendors for services, repairs, estimates, scheduling, and follow-up
Schedule and document maintenance and repairs of building equipment and facility assets
Assist in monitoring and assessing outside contractor and vendor performance, including responsiveness, quality of work, and completion of assigned services
Review, reconcile, and process invoices in a timely manner and assist with departmental budget tracking
Coordinate requests for proposals, competitive bid awards, contract routing, and related administrative processes
Coordinate meetings and prepare agendas, presentations, corresponding materials, meeting minutes, and follow-up items
Coordinate administrative and logistical support for Fellow move-ins and move-outs at NWS-owned housing complex, including scheduling, communication, access coordination, documentation, and follow-up
Maintain accurate unit inventory, asset, equipment, inspection, service, and maintenance records, including HVAC service information, filter sizes, dehumidifiers, appliances, unit condition documentation, access records, and related database updates
Support housing turnover coordination by tracking cleaning, repairs, pre-move-out requirements, inspection checklists, final readiness reviews, and other steps needed to prepare units for incoming Fellows
Coordinate with Fellows, Facilities team members, vendors, and contractors regarding apartment maintenance needs, unit readiness, repairs, inspections, and turnover-related work
Assist with coordinating and tracking required safety, regulatory, and building inspections, including follow-up on open items, violations, or corrective actions
Prepare and distribute housing-related communications to Fellows, including access notices, office closure notices, maintenance updates, and other important facilities-related information
Perform other job-related administrative tasks as assigned