Senior Facilities + Projects Administrator

Chelsea Piers Lp•New York, NY

10d

About The Position

Chelsea Piers is seeking an experienced facilities professional to serve as the operational backbone of its complex. This role involves managing vendors, contracts, systems, and paperwork essential for the operation of a 28-acre sports and entertainment campus. The position reports directly to the VP of Operations and SVP/General Manager. The ideal candidate will have a strong understanding of building systems and be capable of evaluating proposals and discussing technical details with engineers and contractors. This role is crucial for ensuring the smooth and compliant operation of the facilities.

Requirements

5+ years of experience in facilities management, property management, building operations, or purchasing/procurement for a construction, mechanical, or electrical contractor.
Working knowledge of building systems (HVAC, electrical, plumbing, fire/life safety), enough to source parts, read spec sheets, and evaluate contractor proposals.
Experience leveling bids and negotiating with suppliers and contractors.
Experience tracking budgets and supporting construction or capital projects, including submittals and change orders.
Experience with a CMMS (MaintainX or similar), plus strong proficiency in Excel and Word.
Experience managing vendor COIs, bids, POs, and invoicing.
Excellent organization and follow-through across multiple leaders and priorities.
Clear, professional communication with engineers, contractors, tenants, and executives.

Nice To Haves

Experience with emergency action or fire safety plans, including staff training.
FDNY Fire and Life Safety Director (F-89) certification, prior FSD/EAP experience, or interest in pursuing F-89 certification.

Responsibilities

Source equipment, parts, and materials, including building-system components such as HVAC, electrical, and plumbing, working with the engineering team to identify the correct specs.
Solicit and level contractor and vendor bids, reviewing proposals line by line for scope, pricing, and completeness, and make recommendations to leadership.
Negotiate pricing, terms, and lead times with suppliers and contractors.
Serve as the primary point of contact for building-system vendors and service contractors; coordinate service calls, site access, and follow-up.
Partner with the engineering team on equipment issues, repairs, and preventive maintenance priorities.
Oversee the MaintainX work order system, making sure requests are organized, prioritized, and completed on time.
Build and maintain relationships with vendors, contractors, and equipment suppliers to ensure prompt, cost-effective service.
Support capital projects and equipment replacements, coordinating procurement, submittals, and change orders with contractors and the engineering team.
Track spending against project and operating budgets and report status to leadership.
Own the complex’s Emergency Action Plan: write and maintain the plan, develop training procedures, and conduct staff trainings and drills.
Work with the Fire Safety Director on life-safety responsibilities and emergency preparedness across the complex.
Track inspections, permits, and regulatory deadlines, making sure the complex stays compliant.
Maintain Certificates of Insurance for all vendors, contractors, and tenants.
Process invoices and issue Purchase Orders.
Administer the monthly tenant sundry report and deliver it to the Controller for invoicing.
Manage departmental correspondence with venue, tenant, vendor, and client contacts, as well as filing, document distribution, and contact lists.
Create and track project and operational task lists, following up to ensure completion.
Keep stakeholders informed on current and upcoming projects on behalf of the VP and SVP.
Maintain industry affiliations and memberships.
Back up the Parking Manager during vacations or extended leave, including audits and tag device issuance.
Handle special projects and research as needed.