Position: Facilities Coordinator
Employment type: Temp for 1 month
Pay: $33-39/HR DOE
Location: New York, NY
Hours: 4-5 hours a day / 3 days a week
Work Hours: 9 am – 5 pm with 1 hour lunchtime – 5 days a week
Hybrid Work Policy: At least 3 days working in the office.
Job Summary: The Facilities Coordinator supports the smooth and efficient operation of the company’s New York facilities by managing maintenance, safety, resources, and technology-driven workflows in close partnership with the Facilities Manager to minimize disruptions.
Key Accountabilities:
- Coordinate and follow up with various vendors and building services to address office upkeep, maintenance, and service issues.
- Research, compare costs, and select contractors that meet conditions. Independently ensure COI requirements, GBS registration, and new hire vendor processes are completed.
- Lead the Fixed Asset tracking process, which includes performing the physical inventory, creating Fixed Asset reports, and supporting the branch offices with guidance on the use of the system.
- Conduct periodic facility inspections to identify issues and proactively address them.
- Reconcile complicated payments for vendor invoices using Concur, verify and allocate charges, provide supporting documents, and create BPOs as required. Ensure timely payments and check for any pending invoices remaining for the quarter.
- Responsible to track monthly payments on time.
- Create accounting closing accrual lists, double-check for any errors, and submit each quarter's payments to Non-trade accounting.
- Handle IT coordination functions, initiate ID requests, and follow up on IT workflow changes.
- Monitor and update the Facilities Management Department’s dashboard content.
- Research and implement effective systems and software to improve the efficiency of the Facilities Management Division.
- Utilize software to streamline and enhance efficiencies in accounting and reporting processes.
- Manage and optimize the Lenel 2 system and change process for active employee data; generate access control reports; and perform training.
- Assist Facilities Manager with projects and with assigned tasks.
- Assist in preparing support documents for staff members to ensure proper utilization of facilities systems and processes.
- Study facilities budget, including cost forecasting, tracking expenditures, and finding cost-saving opportunities.
- Perform a variety of administrative duties as assigned during quarter and annual closing.
Key Qualifications:
Required:
- Attention to detail and ability to work independently.
- Physical ability to perform manual tasks (including bending, crouching and other physical activities) and push, pull, and lift objects up to 25lbs when required
- Proficiency in using facilities management software and Microsoft Office Suite.
- Excellent organizational and project management skills.
- Effective communication and interpersonal skills.
- Problem-solving and decision-making abilities.
- Strong knowledge of building systems, maintenance, and safety standards.
Preferred:
- Accounting System: MINTS/ GBS
- Cloud System: Microsoft Sharepoint and Power Apps
- Website Maintenance Platform: Wordpress
- Asset Management System: Asset Panda
