Facilities and Real Estate Coordinator

About the role

Harris Beach Murtha is searching for a Facilities and Real Estate Coordinator to join our Rochester, NY office. You will THRIVE in this role if you have:

• 2+ years of experience in administrative support, facilities coordination, office/workplace services, project coordination, or related role
• Associate or bachelor’s degree (preferred)
• Knowledge of office facilities, furniture systems, space planning, or building systems (preferred)
• Strong proficiency with Microsoft Office products
• Excellent attention to detail and follow-through
• Strong organizational, time-management, and problem-solving skills
• A valid NYS driver’s license with a clean driving record

Responsibilities

The Facilities and Real Estate Coordinator is responsible for providing administrative and coordination support for the firm's real estate, facilities, workplace, and office operations. Do you have the DRIVE and DESIRE to:

• Assist with office relocation, renovation, space planning, and workplace improvement initiatives
• Coordinate project logistics, maintain project files, prepare meeting agendas and minutes, and track action items
• Attend construction, renovation, and office buildout meetings as needed to document discussions, distribute meeting notes, and track follow-up items
• Assist with furniture procurement, inventory management, deliveries, installations, and workstation assignments
• Coordinate site visits and assist with punch list tracking and follow-up activities
• Travel to firm office locations as needed to support relocations, renovations, office openings, furniture installations, space planning activities, and other facilities initiatives
• Maintain project documentation, departmental files, and project-related records
• Coordinate vendor communications, service requests, scheduling, and follow-up activities
• Assist with processing expense reports, invoices, check requests, and project-related documentation
• Calendar management, scheduling meetings, coordinating conference room reservations, and organizing project meetings as needed
• Assist with updates and maintenance of CAD drawings, floor plans, occupancy records, and space utilization information
• Facilitate internal workstation and office relocations
• Maintain tenant escalation spreadsheets and related reporting
• Prepare office and workstation signage
• Track preventive maintenance contracts, vendor service schedules, and contract renewal dates
• Assist with office openings, moves, reconfigurations, and workplace improvement initiatives
• Provide general administrative support to the Office Services and Real Estate Management department

Schedule

The anticipated weekly schedule for the Facilities and Real Estate Coordinator is 40 hours per week.

Pay

Rochester, NY: $26.45 - $32.70/hour