Facilities Coordinator- NY

Aston Carter•New York, NY

8d•$33 - $35•Onsite

About The Position

The Workplace Experience Ambassador will play a pivotal role in ensuring the seamless daily operations of our New York office. This position is a part-time opportunity requiring a minimum of 24 hours a week, with shifts from Monday to Friday, each lasting 6 hours starting at 7 or 8am. The role involves creating an environment where teams, clients, and visitors can perform their best work. Responsibilities include managing visitor registration, conference room scheduling, facilities oversight, and vendor coordination. This position offers a chance to develop expertise in facilities management, event planning, and executive support.

Requirements

3 years of experience supporting high level management in an office coordination or administrative capacity.
Associate's degree or equivalent professional experience.
Excellent written and verbal communication skills with exceptional attention to detail and accuracy.
Proficiency in Microsoft Office Suite, Google Workspace, and video conferencing platforms.
Strong organizational and project management skills with the proven ability to multitask and prioritize effectively under pressure.
High level of professionalism, discretion, and independent decision-making ability when handling confidential information.
Demonstrated experience managing vendor relationships and coordinating facility operations.

Nice To Haves

Bachelor's degree or equivalent professional experience in office management, facilities coordination, or a related field.
Experience with travel management systems and expense reporting software.
Familiarity with facilities management principles and vendor coordination best practices.
Experience in event planning and execution for corporate environments.

Responsibilities

Register all internal and external visitors with building security and coordinate seating assignments to ensure smooth arrivals and departures.
Serve as the primary liaison with building management and maintenance teams, addressing office and shared facility issues promptly and professionally.
Oversee cleaning services and manage third-party vendor relationships to ensure consistent, high-quality service delivery across the office.
Book and manage conference room scheduling, ensuring spaces are optimized and available for meetings, presentations, and collaborative work.
Order and maintain office supplies, snacks, beverages, and catering deliveries while managing inventory rotation to keep the workplace well-stocked.
Plan and execute office events, including happy hours, team dinners, and visitor gatherings that foster connection and collaboration.
Coordinate beverage services and handle meeting refreshment setup and cleanup to support productive gatherings.
Organize office-wide training sessions, fire safety drills, and wellness activities in partnership with building management.
Support high-profile visitor logistics and executive needs in coordination with administrative partners across locations.