Facilities Specialist

Spin Master • New York, NY

3d • $48,500 - $64,700 • Hybrid

About The Position

The Facilities Specialist supports the Senior Facilities Manager with facility management and health and safety tasks at Spin Master’s Long Island City, New York office. The role manages daily office operations, vendor coordination, repairs and maintenance, recordkeeping, and compliance activities to help ensure a safe, efficient, and welcoming workplace.

Responsibilities also include coordinating facility services and maintenance, supporting health and safety programs and compliance, managing SAP procurement and facility-related financial records, maintaining contracts and other documentation, and providing administrative and project support to the Senior Facilities Manager and senior management.

Requirements

• At least 5 years of experience in facilities coordination, office management, or a related field.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Proficiency in SAP, including purchase request and purchase order creation, vendor management, and invoice tracking, or knowledge of a similar ERP system.
• Knowledge of workplace health and safety standards, including OSHA, and facilities compliance.
• Basic knowledge of building systems, including HVAC, electrical, plumbing, and security.

Nice To Haves

• Bilingual English/Spanish.

Responsibilities

• Manage daily office operations to maintain a productive and welcoming environment.
• Supervise day porter and janitorial staff.
• Partner with the Senior Facilities Manager to maintain 5S standards and shared-space cleanliness.
• Prepare outgoing deliveries, including customs requirements, use online systems as required, and maintain incoming and outgoing shipment logs.
• Sort and distribute incoming mail and packages and notify recipients of arrivals.
• Ensure vendor Certificates of Insurance are current with building Property Management.
• Manage office supplies and drinks and snacks, including inventory, cost control, ordering, stocking, and special orders.
• Manage break-room equipment, such as water and coffee machines, and coffee supplies.
• Create, enable, and disable access badges.
• Maintain daily and weekly attendance logs using access reports.
• Maintain and update office floorplans and assist with office-move coordination.
• Coordinate facility services vendors and contractors, including cleaning, HVAC, security, and office equipment providers.
• Oversee preventive and corrective maintenance schedules to minimize disruptions.
• Liaise with property management to resolve building-related issues.
• Support implementation of health and safety programs in the Long Island City office.
• Ensure compliance with company global health and safety policies and applicable U.S. and local occupational safety regulations, including OSHA.
• Maintain health and safety records, documentation, and training schedules, and assist with audits and inspections.
• Serve as the local point of contact for health and safety matters in the Long Island City office.
• Manage facility-related purchase requests and purchase orders in SAP.
• Set up vendors, track invoice approvals, and help ensure timely payment.
• Maintain facility-spend records for the Long Island City office and support budget tracking.
• Maintain facility contracts, vendor agreements, and service reports.
• Support document archiving in accordance with company retention policies.
• Provide data collection, reporting, and administrative support to the Senior Facilities Manager.
• Assist senior management with facility-related tasks and projects.
• Perform other duties as assigned.

Benefits

• Eligible employees may participate in medical, dental, and vision coverage.
• Retirement savings programs.
• Paid time off and paid holidays.
• Wellness resources.
• Life and disability insurance.
• Employee assistance programs.
• Other company-sponsored benefits; eligibility varies by position, work location, and applicable plans.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed