Workplace Facilities Coordinator (HVAC & Building Operations)

Location: New York, NY (100% Onsite) • Employment Type: 6‑Month W2 Contract • Staffing Partner: Russell Tobin • Pay Rate: $70‑$80/hour

About the role

Russell Tobin is partnering with a leading, high‑growth technology company to hire an experienced Workplace Facilities Coordinator for its New York City office. This is a hands‑on, onsite role ideal for a facilities professional who brings strong knowledge of commercial building systems, particularly HVAC, preventive maintenance, and general building operations, along with a service‑oriented approach to workplace support. The ideal candidate thrives in a fast‑paced environment, takes ownership of facility‑related issues, and enjoys creating safe, functional, and welcoming spaces where employees can do their best work.

Responsibilities

• Vendor Management and Coordination – coordinating with and managing vendors who handle day‑to‑day operations and maintenance of the NYC office buildings, such as deliveries, office supplies and daily janitorial services; partnering with the extended workplace team to keep the buildings running smoothly and to provide employees with a safe, functional and comfortable environment and a consistently high level of service.
• Problem‑Solving and Responsiveness – responding to requests in the internal ticketing system within Service Level Agreements, providing a high level of customer service through clear, timely and empathetic communication; addressing workplace issues promptly (elevator down, restroom flood, refrigerator not cooling, etc.), including engaging the right vendor and keeping colleagues informed and supported until the issue is resolved; conducting minor repairs and maintenance tasks, and coordinating vendors for more complex repairs; providing emergency response support in partnership with Security, and helping stay compliant with local codes.
• Organizational Skills and Adaptability – managing multiple competing priorities, with discernment on prioritization; setting up furniture configurations for onsite meetings and events, bringing a hospitality mindset to every request; performing workstation setups, including monitors, monitor arms and other ergonomic equipment.
• Process Documentation and Culture Development – helping maintain Standard Operating Procedures; developing and preserving office culture and norms; partnering closely with People Operations, Security and vendors.
• Additional Areas of Support – supporting HVAC and preventive maintenance; supporting office moves, restacks and reconfigurations; supporting safety, permits, inspections and code compliance.

Requirements

• 4+ years of experience in workplace coordination and building operations
• Working knowledge of building systems like HVAC, elevators, plumbing and lighting, and ability to supervise maintenance, repairs and services
• Service‑minded, solution‑based approach, excited to take on essential behind‑the‑scenes work
• Willingness to roll up sleeves, with no task too big or too small
• Excellent organizational and communication skills, ability to multitask
• Ability to lift up to 50 pounds

Qualifications

• Experience managing workplace projects or programs, such as HVAC, preventive maintenance or office moves, in a multi‑building or high‑growth environment
• Prior experience with vendor management, food and beverage service, and hospitality
• Interest in artificial intelligence and commitment to its safe and beneficial development
• Experience managing permit, license and inspection requirements

Skills

Strong knowledge of commercial building systems (HVAC, preventive maintenance), vendor coordination, ticketing system responsiveness, minor repairs, emergency response, prioritization, furniture and workstation setup, SOP maintenance, culture building, partnership with People Ops and Safety, project management, communication, organization, physical stamina.

Benefits

• Comprehensive healthcare coverage (medical, dental, vision)
• Supplemental coverage (accident insurance, critical illness insurance, hospital indemnity)
• 401(k) retirement savings
• Life & disability insurance
• Employee assistance program
• Legal support
• Pet insurance
• Employee discounts with preferred vendors