Facilities Contract Coordinator

ASPCA • New York, NY

5d • $36 - $38 • Onsite

About The Position

The Facilities Contract Coordinator works closely with the Senior Manager of Facilities Administration and the Vice President to support all contractual aspects of Facilities Operations across the organization nationwide. This role ensures that all vendor agreements—including master service agreements, service level agreements, amendments, RFPs, RFIs, and termination letters—are properly developed, maintained, and monitored for compliance with departmental standards. The Facilities Contract Coordinator oversees the full contract lifecycle, including tracking, organization, and documentation within Airtable and Box. This position is responsible for ensuring timely renewals, accurate financial and contractual records, and clear, effective communication between internal stakeholders and external partners.

Requirements

• Strong knowledge of contract drafting, compliance management, and accurate documentation.
• Experience with vendor relationship management, strategic sourcing, and procurement best practices.
• Highly organized with strong time‑management, multi‑tasking, and prioritization abilities in a fast‑paced, multi‑state environment.
• Skilled in digital file management and organizational systems, including Airtable and Box.
• Excellent written and verbal communication skills, including negotiation and concise communication with staff at all levels.
• Strong attention to detail, accuracy, and confidentiality in handling sensitive information.
• Ability to work independently and collaboratively amid shifting priorities, distractions, and deadline pressures.
• Self‑motivated, solution‑oriented, and eager to learn new systems and processes.
• Builds authentic, trusting relationships and collaborates effectively to achieve shared goals.
• Demonstrates initiative, drive, and continuous improvement in work processes.
• Proficiency in contract organizational systems and digital file management required.
• Proficiency in Vendor relationship coordination required.
• Proficiency in Process improvement and efficiency required.
• Proficiency with using computers and Microsoft Office required.
• Ability to exemplify ASPCA’s core values and behavioral competencies.
• English (required)
• High School Degree/GED required
• At least 3 years of administrative experience required; administrative and/or operations experience supporting facilities operations, property management, construction, maintenance, or fleet is a plus.

Nice To Haves

• Associate’s degree or higher degree preferred or equivalent work experience.
• Minimum 3+ years of Contract management or Vendor Management strongly preferred.
• Minimum 3+ years of developing and managing Requests for Proposals (RFPs) or Requests for Information (RFIs) strongly preferred.
• Proficiency using ticketing systems strongly preferred.
• Proficiency with project management tools/systems a plus.
• Experience with Airtable is a plus.
• Experience handling invoices strongly preferred.

Responsibilities

• Lead the creation, formatting, and distribution of Facilities-related RFPs and RFIs in collaboration with Facilities site Managers.
• Monitor Requests for Proposals (RFPs) and Requests for Information (RFIs) for facility-related services, ensuring clarity, compliance, and competitive bidding.
• Analyze vendor proposals with Legal, Finance, and Facilities Teams for cost-effectiveness, compliance, and service quality.
• Collaborate with Facilities leadership to define project scope, requirements, and timelines.
• Coordinate vendor communications, proposal submissions, and evaluation processes.
• Maintain RFP and RFI templates and best practice guidelines for department use.
• Draft, review, and track all Facilities-related agreements, including: Master Service Agreements (MSAs), Service Level Agreements (SLAs), Amendments, Termination letters and contract close-outs.
• Maintain a contract renewal calendar via Airtable with alerts for upcoming expirations and renegotiations.
• Ensure compliance with company policies, legal requirements, and negotiated terms across all assigned states in collaboration with Legal, Finance, and Facilities Teams.
• Assist Facilities Managers with monitoring contract performance, deliverables, and renewal timelines.
• Serve as the primary point of contact for contract inquiries.
• Collaborate with the Facilities team to integrate contract terms with permit, inspection, and certification requirements.
• Facilitate internal approvals and ensure executed copies are stored in Airtable and Box.
• Work with Facilities team, Legal, and Finance teams to ensure alignment on contract terms and budget compliance.
• Partner with Facilities Administration and Operations Teams to ensure vendors meet service requirements as defined in agreements.
• Partner with Facilities Administration Team on Onboarding vendors and ensure they meet organizational compliance requirements before commencing work.
• Collaborate with facilities leadership to review final vendor selection.
• Provide regular reporting on contract status, upcoming renewals, and compliance metrics to leadership.
• Maintain and submit a Purchase order request to Procurement upon generating contracts.
• Provide administrative support to the Senior Leadership and Facilities Management, preparing documents, spreadsheets as requested.
• Provide support to Administrative Assistant during heavy workflows.
• Support the Senior Manager of Facilities Administration with standard operating procedures, and activities among departments by organizing and coordinating information and requirements, and monitoring results within the Department.
• Review vendor invoices for accuracy, proper coding, and compliance with contract terms.
• Coordinate approvals and submission of invoices to Accounts Payable.
• Track purchase orders and ensure alignment with contract scope and budget.
• Assist with resolving vendor billing discrepancies and payment issues.
• Maintain Airtable contract management system: Agreement queue tracking, Service agreement status updates, Renewal/expiration tagging.
• Maintain Airtable agreement table for contract requests, approvals, and status updates.
• Maintain Box sign submissions from end-to-end process.
• Track active service agreements, contract expirations, and renewal alerts in Airtable.
• Organize and maintain digital contract folders within Box for quick retrieval and auditing.
• Organize contract documents in Box by vendor, location, and service type.
• Keep digital records audit-ready for internal and external reviews.
• Partner with Facilities Management on contract compliance procedures and documentation requirements.
• Ensure proper version control and secure file storage of all contractual documents.
• Ensure data accuracy across all systems and platforms.

Benefits

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED