Senior Facilities Coordinator

About the role

Serve as a point of contact for employees and visitors, providing information on the office environment, including facility protocols, office procedures, and workplace etiquette.

Cook up and execute projects internally as well as with landlords, property managers, cleaning contractors, and all other workplace partners.

Assess space readiness regularly and conduct frequent walkthroughs to ensure workspaces, conference rooms, and offices are occupant ready.

Lift and move items such as furniture, supplies, and equipment, as needed.

Oversee the intake, management, and escalation of facility related concerns, complaints, or suggestions to the workplace experience manager.

Define and maintain office standards for conference rooms, break areas, signage, supplies, and overall readiness.

Serve as support and backup to the Workplace Experience Manager for all pertinent and urgent facilities related projects, issues, and office related decisions.

Maintain consistent presence and application of business standards across all offices.

Conduct periodic facility satisfaction surveys, dashboards and reports on facility related issues, vendor performance, lease dates, space utilization and space readiness.

Partner with IT on optimum technology experience in all workspaces.

Coordinate the day-to-day operations of the facilities, including cleaning/janitorial, life-safety, engineering, and general maintenance (e.g., plumbing, electrical, carpentry, painting, and landscaping).

Ensure that they are implemented and carried out in a manner consistent with NYSTEC policies and leadership directives.

Lead facility related needs for onsite and offsite events.

Ensure compliance with physical security and access processes and procedures around badges, keys, visitor protocol, etc. in partnership with CIS and IT teams.

Maintain records regarding building codes, fire codes, and other relevant regulations to ensure compliance.

Support facility projects by collaborating with stakeholders, coordinating tasks, and providing status updates, as needed.

Affirm office leases, including renewal dates, landlord obligations, terms, service issues, notices, and key business dates.

Ensure that scheduled preventative maintenance for equipment is properly and promptly performed; maintain the maintenance records on the equipment; and maintain operations, administrative, and quality assurance backup plans and procedural documentation.

Plan, coordinate, and review seating plans, office move coordination, floor plan changes, and other office reconfigurations.

Contact contracted vendors on repair and maintenance work to ensure that repairs are conducted in a timely fashion and in accordance with our standard operating procedures.

Perform light office upkeep to support a clean, organized, and welcoming workplace environment.

Conduct routine site inspections to ensure safety, cleanliness, and operational standards are maintained.

Oversee emergency response procedures and act as a point of contact when needed.

Support the process of continuous improvement and ensure compliance with NYSTEC's protocols and any approved regional or office variations.

Exercise a high degree of confidentiality.

Demonstrate the NYSTEC Core Values and Behaviors.

Perform other duties as assigned.

Qualifications

• Strong organizational and multitasking skills with attention to detail
• Ability to manage multiple priorities across different locations
• Knowledge of building systems including HVAC, electrical, plumbing, and security systems as well as facilities operations
• Flexibility and adaptability in a multi-site environment
• Computer proficiency with Microsoft Office Suite products
• Proficiency in service desk operations including creating, triaging, and managing tickets
• Excellent written and verbal communications skills
• Strong multi-tasking and time management skills
• Highly responsive to internal and external customer needs
• Good decision-making ability and judgment
• Ability to effectively interact and collaborate with employees at all levels, as well as external clients and vendors
• Ability to identify problems and evaluate resolutions for a positive outcome
• Detail oriented and a high level of accuracy