Office & Facilities Coordinator

The Millennium Group • New York, NY

3d

About The Position

The Office & Facilities Coordinator provides reception backup and general workplace assistance, supports facilities maintenance and vendor coordination, handles mail and packages, and helps maintain office, kitchen, pantry, and common areas. The role also supports employee moves, furniture installation and repair, executive meetings and events, and conference room and workplace equipment setup and troubleshooting. The coordinator maintains a clean, safe, and organized workspace and performs other duties as assigned by the manager.

Requirements

• Excellent customer service and interpersonal skills.
• General facilities background.
• Ability to lift or move up to 50 pounds and perform a two-person lift for items over 50 pounds.
• Familiarity with building procedures.
• Strong multitasking and prioritization skills.
• Collaborative team player who can work independently and proactively.
• Proficiency in Word, Excel, and PowerPoint.
• Ability to work overtime on short notice.
• Flexibility and ability to collaborate across functions.
• Strong written and verbal communication skills.
• High attention to detail and strong critical-thinking abilities.

Nice To Haves

• Hospitality experience.
• Maintenance experience.
• Experience in the entertainment industry, if possible.

Responsibilities

• Provide backup reception support and general workplace assistance.
• Open, track, and close ServiceNow tickets for maintenance requests.
• Conduct daily walkthroughs to identify cleaning, safety, and repair needs.
• Escort and coordinate vendors and maintain maintenance documentation.
• Maintain kitchens, pantries, and common areas; restock supplies and coordinate appliance repairs.
• Change copy machine toner as needed.
• Process inbound and outbound mail, packages, shipments, and other items through the receiving system.
• Assist with employee moves, including relocating furniture and personal items.
• Install nameplates, distribute keys, and prepare offices for move-ins.
• Assist with furniture deliveries, installations, repairs, and removal.
• Perform light maintenance, including hanging pictures, assembling furniture, and rearranging office setups.
• Support executive meetings and events, including room setup, equipment, and food and beverage preparation.
• Set up tables, chairs, staging, and other equipment according to event diagrams.
• Maintain a clean, safe, and organized workspace and keep corridors and freight areas clear of debris.
• Report cleaning needs to appropriate vendors.
• Provide basic troubleshooting and setup support for workplace and conference room equipment.
• Coordinate with IT on workstation and equipment deployment needs.
• Support troubleshooting and setup of cable boxes and workplace equipment.
• Assist with conference room readiness and meeting support, including mounting TVs, speakers, and basic audio equipment.
• Perform other duties as assigned by the manager.

What This Job Offers

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