Workplace and Facilities Coordinator

We need to output HTML fragment with sections: About the role? The posting includes "Joining Arup At Arup..." that's about the company, maybe "About the role" or "About Arup". The instructions: use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). We should include sections only when posting has real specific content. We need to preserve all substantive info, remove boilerplate like EEO, legal, application instructions, duplicated lines, cookie/navigation etc. We need to identify sections: The posting includes: - Intro: "Joining Arup At Arup, you belong to an extraordinary collective – ..." This is about the company culture. Could be "About Arup" but not listed as allowed heading? Allowed headings list includes "About the role". Could use "About the role" for description of role? But we have separate responsibilities etc. Perhaps we can use "About the role" for the introductory paragraph describing the opportunity. - Then "The Opportunity" with details about role: location, tasks, etc. That could be "Responsibilities". But there is also a list of responsibilities later. - Then sections: "New York Office", "East Geography Support", "Regional Responsibilities". Those are responsibilities. - Then "Skills" section with bullet list. - Then "What We Offer You" includes benefits, profit share, 401k, hiring range (Pay). So we need Benefits and Pay sections. - Also "Life at Arup – Different People, Shared Values" includes EEO etc which we should remove (boilerplate). Also "Our application process" etc remove. - Also "Stay safe online." etc remove. Thus we need to produce sections: About the role (intro), Responsibilities (combined duties), Requirements? The posting didn't have explicit requirements besides skills. Could treat Skills as Requirements? But we have Skills heading allowed. We'll put Skills section. We also need Benefits and Pay sections. Schedule not mentioned, so omit. We must not repeat job title as heading. We must not include Job ID etc. We must preserve all substantive info: need to include details like overseeing approx 100,000 RSF, team of 500 staff, supporting eastern region offices Newark, Boston, Chicago, Washington DC, etc. Also details about managing workload, coverage, quality, point of contact, relationships, oversee soft services, manage SLAs and KPI (DPI?), support work-order system, respond to complaints, oversee maintenance and repair, assist with contracts, support departmental budgets, perform new hire orientations, update floorplans, maintain FM intranet, assist with security systems and access cards, contribute to sustainability initiatives, direct work of facilities team members in NY office, east geography support, lead procurement and OPEX management, maintain FM intranet for all locations, provide adequate spaces aligned with regulations, develop processes, direct work of team members in east geography, undertake other regional FM responsibilities, lead workplace projects end-to-office buildouts, renovations managing timeline, moves, budget, stakeholder communication, lead management of moves and relocation projects, coordinate vendors, track CapEx, travel as needed. Also skills: Minimum 4 years experience in FM or coordination in professional services, proven supervisory experience, highly organized self-motivated, ability to juggle/prioritize, strong background in financial management and expense tracking, experience in SAP Concur a plus, proficient in MS Office, Associates Degree or higher preferred, customer service oriented. Benefits: comprehensive benefits program, health and welfare security, paid time off, global profit share scheme (bi-annual), 401(k) plan with up to 10% company match. Pay: Hiring range – good faith base salary hiring range for this job if performed in New York is $93,000 to $100,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits not included in base salary. Note hiring ranges for candidates performing work outside of New York will differ. We must not include filler like "commensurate with experience" as heading content, but it's okay inside paragraph. We must not create Pay/Schedule/Benefits sections unless posting actually states them. It does state benefits and pay, so include. We must not include duplicated lines: there are duplicate sentences about overseeing maintenance and repair services and assisting with contracts; we should keep only one instance? The instruction: Preserve ALL substantive information; do NOT invent or summarize away detail. Remove duplicated lines. So we need to deduplicate repeated sentences. There's duplicate: "Oversee the delivery of maintenance and repair services. Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns." appears twice under New York Office. We'll keep one. Also duplicate "Support the departmental Operating and Capital budgets..." appears once. Also duplicate "Regional Responsibilities" repeats similar content as "East Geography Support". We need to deduplicate but preserve substantive info; we can combine. We need to output only HTML fragment, no /, no markdown. We'll structure:

About the role

Intro paragraph(s) about belonging to Arup, opportunity, etc.

Responsibilities

• ... list items ...

We need to decide granularity: Could group responsibilities into bullet points. We must not lose any substantive info. We'll produce bullet list covering all distinct responsibilities. Let's extract distinct responsibilities: From intro/Opportunity: - Oversee approximately 100,000 RSF of downtown core office space. - Provide support to a team of 500 staff. - Support offices in eastern region (Newark, Boston, Chicago, Washington DC). - Eager for growth, opportunities to develop skills towards long-term managerial position. From New York Office: - Assist in managing workload, coverage, and quality of work for the New York Facilities team while ensuring day-to-day operations align with framework, processes, best practices developed by regional Facilities team. - Main point of contact for all Facilities Management related matters for the NY office. - Responsible for building, maintaining, and developing positive relationships with landlord, property managers, building engineers, building security and other building staff. - Establish and maintain strong working relationship with key stakeholders within Arup organization. - Oversee soft services and manage relationship, service level agreements (SLA) and key performance indicator (DPI) for vendors. - Support the work-order system, ensuring work requests are appropriate and carried out according to departmental procedures with a strong focus on hospitality to boost employee engagement. - Respond to complaints in a detailed and expedient manner. - Oversee the delivery of maintenance and repair services. - Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns. - Support the departmental Operating and Capital budgets by assisting in estimating, controlling, and tracking expenses while meeting annual assigned targets and identify areas for optimization. - Perform New Hire orientations. - Update floorplans and occupancy records. - Maintain the FM intranet page. - Assist in handling office security systems and providing building and office access cards. - Contribute to identifying and implementing sustainability initiatives. - Responsible for directing the work of the Facilities team members in the New York office. From East Geography Support / Regional Responsibilities (combined): - Support the delivery of Facilities Management services located in Arup’s offices in the East Geography outside New York City (Newark, Boston, Washington D.C., and Chicago). - Lead and support procurement and OPEX management. - Maintain the FM intranet page for all locations. - Responsible for providing adequate spaces that are conducive to productivity and aligned with local, provincial, and other statutory regulations. - In conjunction with the regional Facilities team, develop and implement processes, standards, best practices, initiatives, etc. - Responsible for directing the work of the Facilities team members in the East Geography. - Undertake other regional Facilities Management responsibilities on an as needed basis. - Lead and support workplace projects end-to-end, including office buildouts, renovations - managing timeline, moves, budget and stakeholder communication within the Americas region. - Lead the management of moves and relocation projects from planning through completion. - Coordinate and manage project vendors. - Track Capital Expenditure for capital projects across the region and assure purchase orders and payments are done and tracked. - Travel on an as needed basis. Skills: - Minimum of 4 years of proven experience in Facilities Management or Coordination experience in a professional services environment. - Proven supervisory experience. - Highly organized and self motivated. - The ability to juggle and prioritize effectively, balance assigned work and exceptional organization skills required for our constantly evolving environment. - Strong background in financial management and expense tracking. - Experience in SAP Concur is a plus but not required. - Proficient in Microsoft Office. - Associates Degree or higher in a related field preferred. - Customer service oriented. Benefits: - Comprehensive and valuable benefits program that works for employees and their families while keeping costs low. - Benefits provide health and welfare security and paid time off for rest and renewal. - Global profit share scheme (bi-annual payments) enabling members to share in the firm’s financial performance. - 401(k) plan with up to 10% company match to help save for future. Pay: - Hiring range – good faith base salary hiring range for this job if performed in New York is $93,000 to $100,000 per year. - This range is commensurate with experience, educational background, and skill level. - Benefits are not included in the base salary. - Note: hiring ranges for candidates performing work outside of New York will differ. We must not include filler like "commensurate with experience" as heading; it's fine inside paragraph. Now produce HTML. We need to ensure we don't include any boilerplate like EEO, application process, etc. We'll output:

About the role

At Arup, you belong to an extraordinary collective that encourages individuality to thrive. Our strength comes from respecting, sharing and connecting our diverse experiences, perspectives and ideas. You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve. We are currently seeking a Workplace and Facilities Coordinator for our New York City office, tasked with overseeing approximately 100,000 RSF of downtown core office space and providing support to a team of 500 staff. This role also involves supporting our offices in the eastern region, spanning Newark, Boston, Chicago, and Washington DC. We are seeking a candidate eager for growth, with opportunities to develop their skills towards a long‑term managerial position.

Responsibilities

• Assist in managing workload, coverage, and quality of work for the New York Facilities team while ensuring day‑to‑day operations align with the framework, processes and best practices developed by the regional Facilities team.
• Main point of contact for all Facilities Management related matters for the NY office; build, maintain and develop positive relationships with landlord, property managers, building engineers, building security and other building staff.
• Establish and maintain strong working relationships with key stakeholders within Arup.
• Oversee soft services and manage vendor relationships, service level agreements (SLA) and key performance indicators (DPI).
• Support the work‑order system, ensuring work requests are appropriate and carried out according to departmental procedures with a focus on hospitality to boost employee engagement.
• Respond to complaints in a detailed and expedient manner.
• Oversee the delivery of maintenance and repair services.
• Assist with maintaining contracts/agreements with vendors, ensuring SLAs are met and addressing any concerns.
• Support the departmental Operating and Capital budgets by assisting in estimating, controlling and tracking expenses while meeting annual assigned targets and identifying areas for optimization.
• Perform New Hire orientations.