Workplace and Facilities Coordinator

About the role

We are currently seeking a Workplace and Facilities Coordinator for our New York City office. This role involves overseeing approximately 100,000 RSF of downtown core office space and providing support to a team of 500 staff. It also includes supporting offices in the eastern region, spanning New York, New Jersey, Boston, Chicago, and Washington DC.

Responsibilities

• Manage workload, coverage, and quality of work for the New York Facilities team
• Build, maintain, and develop positive relationships with landlord, property managers, building engineers, building security, and other building staff
• Oversee soft services and manage vendor service level agreements (SLA) and key performance indicators (DPI)
• Act as Health & Safety Site Leader for the NY office, managing safety responsibilities such as conducting quarterly H&S meetings, coordinating training, and ensuring emergency equipment is inspected
• 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
• Aid in 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 identifying areas for optimization
• Perform New Hire orientations
• Update floorplans and occupancy records
• Maintain the FM intranet page
• Aid in handling office security systems and providing building and office access cards
• Contribute to identifying and implementing sustainability initiatives

Requirements

• Minimum of 4 years of proven experience in Facilities Management or Coordination experience in a professional services environment
• Proven supervisory experience
• The ability to juggle and prioritize effectively, balance assigned work, and demonstrate exceptional organization skills

Qualifications

• Associates Degree or higher in a related field preferred
• Bilingual English/Spanish preferred
• Customer service oriented

Skills

• Experience in SAP Concur is a plus but not required

Benefits

We offer a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. As a member of Arup, everyone shares in our success through a global profit share scheme (payments are dependent on the firm’s financial performance).

Pay

The good faith base salary hiring range for this job if performed in New York is $93,000 to $105,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary.

Schedule

Periodic travel required.

What We Offer

At Arup, we care about each member's success, so we can grow together. Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do. We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup's legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts. Benefits that Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. As a member of Arup, everyone shares in our success through a global profit share scheme (payments are dependent on the firm’s financial performance). Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available Hiring Range – The good faith base salary hiring range for this job if performed in New York is $93,000 to $105,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of New York will differ. Life at Arup – Different People, Shared Values Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you're pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence. Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup . Our internal employee networks support our inclusive culture – from race, ethnicity and cross-cultural working to gender, LGBTQ+ and disability – we aim to create a space for you to express yourself and make a positive difference - Discover more about life at Arup at www.arup.com/careers/your-life-at-arup . Our application process We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly. Arup is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of protected veteran, or disability. Stay safe online. Recruitment fraud is on the rise, and Arup's name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.