Facilities Coordinator

Bessemer Trust • New York, NY

10d • $68,000 - $80,000 • Hybrid

About The Position

Manage the functions and operations of the New York office and Facilities systems making sure that health and safety standards are met and arranging for repairs when needed. This role does not involve supervisory/management of other employees. The Facilities Coordinator will manage vendors and contractors to fulfill contracted obligations to the fullest extent.

Requirements

• Must have an outgoing but tempered personality and be comfortable working with senior management.
• Possess basic maintenance/handyperson skills.
• Shows tact, discretion and good judgment in handling sensitive and confidential matters and documentation.
• Proven ability to work well and contribute to a team environment.
• Demonstrates ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy.
• Excellent organization and communication skills.
• Ability to work overtime and understands the “on-call” nature of the position.
• Vendor and contract management and coordination.
• Strong Customer Service skills and demonstrated record of providing excellent service.
• Possess strong problem-solving skills.
• Proficient in Microsoft Office Suite (Word and Excel skills).
• Excellent written and communications skills.

Nice To Haves

• College degree preferred or equivalent trade school or IFMA/ BOMA or other Certification in Facilities or Project Management or other trade certifications, a plus.
• 4-7 years’ experience in facilities with a highly professional organization, law firm or financial services firm, a plus.

Responsibilities

• Coordinate the general maintenance and repair of the facility, including the electrical, carpentry, HVAC, fire prevention, lighting, fire safety systems, and housekeeping.
• Coordinate the scheduling of preventative maintenance and testing tasks for all Facilities systems and facility needs. (i.e., Building Management System, Lutron Lighting systems, security panels and card readers, kitchen, and cafeteria equipment, etc.).
• Oversee and coordinate the repairs to facilities or systems after a maintenance emergency.
• Perform day-to-day operations and maintenance responsibilities to help ensure the office is in peak condition.
• Coordinate the set up and removal of access from the card access system for new/terminated employees.
• Manage special events with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.
• Conducting regular inspections of conference rooms, client restrooms, wellness rooms, and shared spaces for cleanliness and for needed repairs.
• Manage the daily and nightly cleaning services to help ensure the vendor is meeting and or exceeding the contractual obligations.
• Coordinate renewals of Certificates of Insurance for all vendors requiring onsite access and manage these in a centralized database.
• Coordinate and obtain price quotations for annual maintenance contracts and planned repairs.
• Process invoices for payment on all Facilities vendors.
• Process maintenance contract renewals through the vendor management process and maintain the Facilities list of contracts.
• Manage and maintain the list of vendors for Facilities (1271) in the online database.
• Manage and maintain the maintenance of key closets for all doors and desks and develop and maintain a centralized system in SharePoint.
• Moving and arranging furniture or equipment.
• Serve as liaison with building engineers, vendors, and other contractors to complete all required work in the space.
• Assist with development and execution of a facilities maintenance program.
• Escorting Facilities and/or Office Services vendors to relevant work areas.
• Assist with developing a yearly Facilities budget.
• Assist Facilities Team with recurring and/or ad hoc tasks.
• Manage upgrades or replacement of HVAC, construction, plumbing, furniture, or other related systems.
• Assist with the development of processes, instructions, and other Facilities related documents required to cross-train on systems or functions.
• Placing and monitoring work orders for landlord and vendors.

Benefits

• Competitive base salary plus discretionary annual bonus for select positions
• A 401(k) plan with a generous annual profit-sharing contribution
• Personalized development and career opportunities, including tuition reimbursement support
• Comprehensive medical, dental, and vision plans with zero contributions for employee coverage
• Employee assistance (EAP) and wellness programs
• Paid time off and paid parental leave
• Employer-paid life insurance and short- and long-term disability coverage
• Legal services and financial wellness plans at no cost to employees

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree