Operations Administrator – Grand Central Terminal

Spinoso Real Estate Gro•New York, NY

14d

About The Position

The Operations Administrator supports the day-to-day operational, administrative, and compliance functions of retail operations at Grand Central Terminal and Grand Central Madison, in alignment with MTA policies, Terminal governance requirements, and property management standards.

Requirements

Associate degree or equivalent combination of education and relevant operational or administrative experience.
2–4 years of experience in operations administration, property management support, facilities operations, or retail operations.
Strong organizational skills with a high level of attention to detail.
Strong written and verbal communication skills.
Strong independent problem-solving skills.
Demonstrated ability to multi-task, prioritize and meet deadlines.
Ability to interact professionally with tenants, vendors, contractors, internal teams, and agency representatives.
Proficiency in Microsoft Office (Word, Excel, Outlook, Power Point).
Sound judgment, discretion, and professionalism.
Demonstrated self-starter, exhibiting initiative, confidence, professionalism, and maturity.
Ability to follow established protocols and escalate issues appropriately.
Flexibility to support occasional nights, weekends, or holidays as required by Terminal operations.
Ability to move throughout office, retail, and public spaces within Grand Central Terminal and Grand Central Madison.
Ability to sit or stand for extended periods.
Ability to operate standard office equipment and electronic devices.
Clear vision to read and review documents, emails, and other communication materials
Ability to hear and understand verbal communication in person, over the phone, and during meetings.
Ability to lift and carry materials up to approximately 20 pounds

Nice To Haves

Experience in transportation facilities, public infrastructure, large-scale retail centers, or food service environments preferred.

Responsibilities

Provide operational and administrative support to the General Manager, Director of Business Administration and retail operations leadership in accordance with MTA and Terminal governance protocols.
Track, organize, and maintain operational documentation, including Requests for Proposals (RFPs), contracts, authorization memos, and approval forms related to retail operations.
Route execution documents to appropriate internal departments and track operational deliverables required for tenants to open, operate, and remain compliant.
Maintain accurate operational records to support inspections, audits, and compliance reviews.
Support operational initiatives and special projects related to Terminal retail operations as assigned.
Assist with ad hoc projects and operational initiative as needed.
Support daily retail operations by coordinating check-ins with tenants, including food and beverage operators within the Dining Concourse and Grand Central Market.
Track, document, and follow up on tenant operational issues, including signage, fixtures, merchandising, lighting, cleanliness, storage, egress, and sanitation.
Assist in monitoring tenant storage areas and back-of-house spaces to ensure compliance with lease, license, Terminal, and MTA requirements.
Assist with issuance and tracking of formal operational notices and communications to tenants in coordination with management.
Maintain records related to fire extinguishers, grease traps, hood and exhaust system cleanliness, and sanitation standards.
Support compliance tracking related to MTA operational standards, Terminal rules, and lease/license obligations.
Coordinate with facilities, maintenance, sanitation, and security to document, track, and resolve compliance and safety issues.
Assist in obtaining, monitoring, and maintaining vendor Certificates of Insurance to ensure compliance.
Coordinate and document recurring meetings with Terminal service vendors, including security, cleaning, sanitation, and pest control providers.
Prepare meeting agendas, maintain notes, and track action items to ensure accountability and follow-through.
Track contract-related compliance and follow up on outstanding actions.
Assist with front office operations, including responding to inquiries, routing communications, and maintaining organized records.
Prepare routine operational correspondence and distribute notices as directed.
Assist and facilitate badge access for tenants, vendors, and contractors by preparing applications, tracking expirations, and coordinating renewals in accordance with MTA and Terminal security procedures.