Facilities Coordinator POST NUMBER: 450872
Role: Facilities Coordinator
Salary: $75,000 - $85,000/annually Benefits
Location: Downtown, Manhattan (*5 days a week onsite*)
Job Description:
Are you a highly organized and proactive facilities professional with a knack for keeping things running smoothly? We're a leading financial services firm in Downtown Manhattan seeking a dedicated Facilities Coordinator to join our team. In this vital role, you'll be instrumental in maintaining a safe, efficient, and comfortable work environment for our employees.
If you have a strong background in office infrastructure, vendor management, and a commitment to health and safety, we encourage you to apply!
Responsibilities
As our Facilities Coordinator, you will be responsible for:
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Office Infrastructure Management: Overseeing the day-to-day operations of our office space, ensuring all systems and utilities are functioning optimally. This includes lighting, plumbing, electrical, and general wear and tear.
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Vendor Coordination & Management: Serving as the primary point of contact for all facilities-related vendors, including but not limited to:
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Cleaning and janitorial services
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HVAC maintenance and repairs
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Security systems and personnel
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Pest control
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Waste management
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Office equipment maintenance You'll be responsible for scheduling, performance monitoring, and ensuring services are delivered efficiently and to our high standards.
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Health & Safety Compliance: Ensuring the office environment adheres to all relevant health and safety regulations and internal policies. This includes conducting regular inspections, coordinating safety drills, maintaining safety equipment, and addressing any potential hazards promptly.
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Space Planning & Management: Assisting with space utilization, reconfigurations, and moves within the office. This may involve coordinating with internal departments and external contractors to optimize our workspace for efficiency and collaboration.
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Budget Support: Assisting with tracking facilities expenses and contributing to budget planning.
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Issue Resolution: Promptly responding to and resolving facilities-related requests and issues from employees, ensuring minimal disruption to operations.
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Inventory Management: Managing inventory of office supplies, equipment, and furniture.
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Emergency Preparedness: Supporting emergency response plans and procedures.
Qualifications
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Proven experience as a Facilities Coordinator or in a similar role, preferably within a corporate or financial services environment.
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Solid understanding of office infrastructure and building systems.
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Demonstrated experience in vendor coordination and management, with a track record of effective communication and negotiation.
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Strong knowledge of health and safety regulations and best practices.
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Experience with space planning and office moves is a plus.
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Excellent organizational and time management skills, with the ability to prioritize multiple tasks effectively.
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Strong communication and interpersonal skills, capable of interacting professionally with all levels of staff and external vendors.
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
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Ability to work independently and as part of a team.
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Proactive problem-solver with a strong attention to detail.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.