Facilities Coordinator

About the role

Manage the functions and operations of the New York office and Facilities systems, ensuring health and safety standards are met and arranging for repairs when needed. Oversee vendors and contractors to fulfill contracted obligations. This role does not involve supervisory or management responsibilities over other employees.

Responsibilities

• Coordinate the general maintenance and repair of the facility, including electrical, carpentry, HVAC, fire prevention, lighting, fire safety systems, and housekeeping.
• Schedule preventative maintenance and testing tasks for all Facilities systems (e.g., Building Management System, Lutron Lighting systems, security panels, card readers, kitchen, and cafeteria equipment).
• Oversee and coordinate repairs after maintenance emergencies.
• Perform day-to-day operations and maintenance to ensure the office is in peak condition.
• Manage access for new and terminated employees via the card access system.
• Coordinate special events, including setup and breakdown 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 ensure vendors meet or exceed contractual obligations.
• Coordinate renewals of Certificates of Insurance for vendors and maintain them in a centralized database.
• Obtain price quotations for annual maintenance contracts and planned repairs.
• Process invoices for payment for all Facilities vendors.
• Process maintenance contract renewals and maintain the Facilities list of contracts.
• Maintain the list of vendors in the online database.
• Manage and maintain key closets for all doors and desks, developing a centralized system in SharePoint.
• Move and arrange furniture or equipment.
• Serve as liaison with building engineers, vendors, and contractors to complete required work.
• Assist with the development and execution of a facilities maintenance program.
• Escort Facilities and Office Services vendors to relevant work areas.
• Assist with developing a yearly Facilities budget.
• Support the Facilities Team with recurring and ad-hoc tasks.
• Manage upgrades or replacements of HVAC, construction, plumbing, furniture, or other related systems.
• Assist in developing processes, instructions, and other Facilities-related documents for cross-training.
• 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 (a plus).
• 4-7 years’ experience in facilities with a highly professional organization, law firm, or financial services firm (a plus).
• Outgoing but tempered personality, comfortable working with senior management.
• Basic maintenance/handyperson skills.
• Tact, discretion, and good judgment in handling sensitive and confidential matters.
• Proven ability to work well in and contribute to a team environment.
• Ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines efficiently and accurately.
• Excellent organization and communication skills.
• Ability to work overtime and understands the “on-call” nature of the position.
• Vendor and contract management and coordination experience.
• Strong customer service skills and a demonstrated record of providing excellent service.
• Strong problem-solving skills.
• Proficient in Microsoft Office Suite (Word and Excel).

Pay

The base salary range for this position is $68,000 - $80,000 per year. This range reflects the minimum and maximum base salary we reasonably expect to pay for this role. In addition, this position may be eligible to participate in the relevant business unit’s incentive compensation plan and other compensation programs as applicable.

Benefits

• Eligibility to 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.
• Hybrid work environment: 60% in office, 40% remote for most positions.
• Competitive base salary plus discretionary annual bonus for select positions.
• Personalized development and career opportunities, including tuition reimbursement support.
• Employee assistance program (EAP) and wellness programs.
• Paid parental leave.
• Legal services and financial wellness plans at no cost to employees.

About the company

Bessemer Trust is a family office overseeing more than $250 billion in assets for over 3,000 individuals and families of substantial wealth. With more than 1,300 employees, the firm is 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. Henry Phipps, a self-made entrepreneur, was a founding partner and chief financial officer of Carnegie Steel. The firm 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. Bessemer’s adherence to putting clients’ interests first, fiduciary mindset, and highly collaborative culture are central to its operations.

For 119 years, Bessemer Trust has operated continuously in a single line of business, independently owned by one family. Headquartered in New York’s Rockefeller Center, Bessemer Trust has 22 offices, including a significant presence in Woodbridge, NJ, which hosts a wide range of technology and operations professionals. The firm provides client service through offices in Atlanta, Boston, Chicago, Dallas, Delaware, Denver, Garden City, Grand Cayman, Greenwich, Houston, Los Angeles, Miami, Naples, Nevada, Palm Beach, San Diego, San Francisco, Seattle, Stuart, and Washington, D.C.