Senior Facilities Coordinator

Senior Facilities Coordinator

NYSTEC is a nonprofit technology consulting company, advising agencies, organizations, institutions, and businesses since 1996. We're independent and vendor-neutral, so we have our clients' best interests at heart. At NYSTEC, we know that we succeed when individuals and teams flourish personally and professionally, so our benefits and perks support that mindset.

As a senior facilities coordinator in the facilities department, you will collaborate with team members to oversee the organization in maintaining safe, efficient, well-functioning, and engaging office environments across multiple NYSTEC office locations.

Serving as a senior facilities coordinator, this role requires a flexible, hands-on individual who will manage day-to-day operations, coordinate vendors, and contribute to facilities-related projects. The position involves regular travel between office sites and responding to evolving operational needs.

Key Responsibilities

• Serve as a point of contact for employees and visitors, providing information on the office environment, including facility protocols, office procedures, and workplace etiquette.
• Coordinate 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.
• Monitor, triage, and handle service desk tickets, ensuring timely resolution in line with policy standards.
• 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.
• Assist with administration and tracking of 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.

For this role, travel is required at least 30% of the time.

Required 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
• Ability to travel regularly between NYSTEC office locations
• 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.

Preferred/Desired Qualifications

• FMP
• IFMA
• OSHA 10
• Project Management Training

Education and Experience

• A high school diploma and five years of related experience in facilities coordination, office operations, property management, or a related field required.
• An equivalent combination of advanced education, training, and experience will be considered.

The target hourly rate for this position is $29.04 - $36.30 When determining compensation, we analyze and carefully consider several factors, including skill set, experience, location, and job-related qualifications.

It is NYSTEC's policy to provide equal employment opportunity (EEO) to all individuals, regardless of actual or perceived race, color, creed, religion, sex, or gender (including pregnancy, childbirth, and related medical conditions), gender identity or gender expression (including transgender status), age, national origin, ancestry, citizenship status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, military service and veteran status, sexual orientation, marital status, or any other characteristic protected by local, state, or federal laws and ordinances. NYSTEC is strongly committed to this policy and believes in the concept and spirit of the law.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact View email address on click.appcast.io if you require a reasonable accommodation to apply for or to perform this job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.