Facilities Coordinator

About the role

Bessemer Trust is seeking a Facilities Manager for its New York office. The ideal candidate will manage the office and facilities systems, ensuring compliance with health and safety standards, and coordinate with vendors and contractors.

Responsibilities

• Coordinate the general maintenance and repair of the facility, including electrical, carpentry, HVAC, fire prevention, lighting, fire safety systems, and housekeeping.
• Oversee and coordinate repairs to facilities or systems after a maintenance emergency.
• Perform day-to-day operations and maintenance responsibilities to help ensure the office is in peak condition.
• Manage special events with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.
• Conduct regular inspections of conference rooms, client restrooms, wellness rooms, and shared spaces for cleanliness and needed repairs.
• Manage daily and nightly cleaning services to help ensure the vendor is meeting and or exceeding the contractual obligations.
• Coordinate renewals of Certificates of Insurance for all vendors requiring onsite access and manage these in a centralized database.
• Coordinate and obtain price quotations for annual maintenance contracts and planned repairs.
• Process invoices for payment on all Facilities vendors.
• Process maintenance contract renewals through the vendor management process and maintain the Facilities list of contracts.
• Manage and maintain the list of vendors for Facilities (1271) in the online database.
• Manage and maintain the maintenance of key closets for all doors and desks and develop and maintain a centralized system in SharePoint.
• Moving and arranging furniture or equipment.
• Serve as liaison with building engineers, vendors, and other contractors to complete all required work in the space.
• Aid in the development and execution of a facilities maintenance program.
• Escort Facilities and/or Office Services vendors to relevant work areas.
• Aid in the development of a yearly Facilities budget.
• Assist Facilities Team with recurring and/or ad hoc tasks.
• Manage upgrades or replacement of HVAC, construction, plumbing, furniture, or other related systems.
• Place and monitor work orders for landlord and vendors.

Requirements

• College degree preferred or equivalent trade school or IFMA/ BOMA or other Certification in Facilities or Project Management or other trade certifications, a plus.
• 4-7 years’ experience in facilities with a highly professional organization, law firm or financial services firm, a plus.
• Must have an outgoing but tempered personality and be comfortable working with senior management.
• Possess basic maintenance/handyperson skills.
• Show tact, discretion and good judgment in handling sensitive and confidential matters and documentation.
• Demonstrate ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy.
• Excellent organization and communication skills.
• Ability to work overtime and understand the “on-call” nature of the position.
• Proven ability to work well in and contribute to a team environment.
• Strong Customer Service skills and demonstrated record of providing excellent service.
• Possess strong problem-solving skills.
• Proficient in Microsoft Office Suite (Word and Excel skills).
• Excellent written and communications skills.

Benefits

The base salary range for this position is $68,000 - $80,000 per year. This position may be eligible to participate in the relevant business unit’s incentive compensation plan, and other compensation programs as applicable. Eligible employees may participate in a 401(k) program with a generous profit-sharing contribution, medical, prescription dental, and vision coverage; life insurance; disability coverage; paid holidays; vacation; and sick time, subject to plan terms and Company policies.

About Bessemer Trust

Bessemer Trust is a family office, overseeing more than $250 billion in assets for over 3,000 individuals and families of substantial wealth. Its more than 1,300 employees are singularly focused on private wealth management — disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service. Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family. As a self-made entrepreneur, Henry Phipps was a founding partner and chief financial officer of Carnegie Steel. Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission of providing peace of mind to its clients.