Facilities Coordinator

Ampersand•New York, NY

5d•Hybrid

About The Position

The Facilities Coordinator supports the day-to-day operations and overall functionality of Ampersand’s New York office. This role works closely with the Corporate Facilities team and provides support to the Executive Office and Administrative Manager as needed. The position is structured as a hybrid role with four days in the office and one remote day per week. The in-office days focus on hands-on operational responsibilities that help keep the workplace running smoothly. The remote day is intended for administrative and clerical tasks such as updating systems, processing invoices, managing facilities tickets, and coordinating with vendors. The goal of this role is to help maintain a workplace that is organized, well-stocked, and operate efficiently, so employees have what they need to do their jobs comfortably and safely.

Requirements

Strong organizational skills and attention to detail
Ability to manage multiple tasks in a fast‑paced office environment
Comfort working with vendors, building management, and internal partners
Working knowledge of shipping systems and office equipment
Ability to balance hands‑on facilities work with administrative responsibilities

Responsibilities

Support daily office operations, including ordering, receiving, stocking, and organizing office and pantry supplies
Perform daily walkthroughs to ensure office spaces are clean, organized, and functioning properly
Distribute incoming mail and packages; manage outgoing shipments
Maintain organized supply rooms, pantries, and shared spaces
Monitor and restock kitchen supplies, including refrigerators, dishwashers, and filtration systems
Set up and break down meeting rooms and assist with furniture arrangements for meetings and events
Track and manage shipments using FedEx, UPS, USPS, and Pitney Bowes systems
Monitor inventory levels for office, pantry, and binding supplies
Maintain office copiers (paper, toner, minor troubleshooting) and coordinate service calls when needed
Assist with seating changes, furniture swaps, and small office moves
Coordinate with vendors and building management for maintenance and repair needs
Ensure ongoing compliance with health, safety, and workplace regulations
Maintain and update facilities systems including the Master Seating Chart, Desk Radar (or similar tool), and Facilities Salesforce records
Process and track vendor invoices (e.g., Corporate Coffee, Fresh Direct, WB Mason) and submit for payment through T&E or Accounting systems
Review proposals and invoices for accuracy and reconciliation
Monitor and resolve Zendesk facilities tickets in a timely manner
Track supply usage trends and place orders as needed
Maintain building information, lease documentation, and facilities records
Coordinate seating assignments and update Desk Radar records
Set up employee ID badges and prepare new hire materials and swag
Deactivate building and system access for departing employees
Assist with planning and coordination of internal office events
Support Corporate Facilities, Sales/EEC initiatives, and Executive Office requests as needed
Contribute to office moves, restacks, and special projects

Benefits

Competitive salary
Open company culture where you have the headroom to grow and legroom to run
Opportunity to join a company revolutionizing the Advertising Technology industry
Trustworthy, hardworking colleagues
Opportunities to learn and grow
Management, Sales, Executive Presence, Operations trainings; just to name a few!
Comprehensive Medical, Dental, and Vision coverage
Generous Time Off
Work/Life balance
401k and Company matching
Commuting benefits
Other perks