Second Shift Facilities Coordinator

Hines•New York, NY

3d•Onsite

About The Position

The Facilities Coordinator provides essential functions as the primary liaison to Property Management staff and contractors for routine facility management issues. This role involves supervising the receptionist and kitchen attendant, managing incoming requests for facilities and maintenance services, and overseeing general desk operations. The coordinator also serves as the main contact for outside vendors, directs vendor activities, and handles emergency maintenance coordination. Key responsibilities include administering security access, coordinating office moves, liaising with personnel on construction buildouts, and managing plant and artwork requests. Additionally, the role involves preparing leasehold and rent charges, coordinating company-wide programs like fire drills, developing preliminary budgets, processing invoices, and maintaining departmental records and intranet information. The position also tracks information for audits and taxes and handles special projects as assigned.

Requirements

High school diploma or equivalent from an accredited institution.
Two or more years in an administrative support role in a professional office environment.
Supervisory experience is strongly preferred.
Interpersonal skills necessary to effectively communicate with a variety of individuals, including outside vendors.
Must demonstrate understanding of Corporate Services’ technical equipment, facilities guidelines/procedures, and business administration.
Must have the ability to appropriately handle sensitive or confidential information.
Must be able to prioritize work, meet deadlines and concentrate on detail in a fast-paced work environment.
Intermediate knowledge of MS Office, including MS Access and advanced knowledge of Visio or Photo Paint.
The ability to cooperate in a team environment is critical.

Responsibilities

Provides functions as the primary liaison to the Property Management staff and contractors for routine facility management issues.
Supervises the receptionist and kitchen attendant, including delegating work, establishing priorities and deadlines, coaching, and evaluating performance, hiring, and handling performance related issues.
Manages incoming requests for facilities and maintenance services and responds to requests on a priority basis.
Handles general oversight of the Facilities Desk Operations.
Serves as primary contact to outside vendors for equipment and maintenance related issues, including first aid kits, fire extinguishers, copiers, etc.
Directs the activities of vendors and/or contractors engaged in maintaining and repairing systems.
Contacts appropriate personnel when emergency maintenance is required.
Administers security and building access cards for employees and contractors.
Coordinates all employee and departmental inter-office moves, including furniture, files, telephone, and computer equipment.
Coordinates with appropriate personnel regarding construction buildouts.
Acts as primary contact for plants, artwork, calling cards, and other requests.
Prepares quarterly leasehold and rent charges.
Coordinates with Property Management personnel on various company-wide programs, including Fire Warden/Drills and disaster recovery/response efforts.
Develops preliminary budget and evaluates monthly expenditures.
Processes invoices and forwards to manager for approval and accounting for payment.
Handles other related accounting duties.
Develops, implements, and maintains departmental record keeping, filing systems, and information on the Intranet.
Requests necessary documentation of departmental property inventory from department managers.
Tracks information for audit and tax purposes.
Handles special projects as assigned by management.