Facilities Coordinator 4 (8-10 Years)

Job Description

Job Description

Job Title: Facilities Coordinator 4 Job Description

The Facilities Coordinator 4 oversees day-to-day facilities operations to ensure a safe, efficient, and well-maintained workplace. This role coordinates maintenance activities, manages vendors, supports space planning and office moves, and provides administrative and operational support to the facilities team. The position is ideal for a facilities professional with 8–10 years of experience who enjoys working in a fast-paced environment and partnering with internal teams and external service providers.

• Perform regular facility walkthroughs to identify maintenance needs, safety issues, and overall building condition, and ensure timely resolution.
• Coordinate routine maintenance and repairs of facility systems, including mechanical, electrical, HVAC, and plumbing, to keep operations running smoothly.
• Oversee daily cleaning, landscaping, and security services, ensuring that service levels meet site standards and expectations.
• Coordinate office resets, conference room setups, and breakdowns to support meetings, events, and changing business needs.
• Work closely with a day porter to ensure common areas, restrooms, and office spaces remain clean, safe, and presentable.
• Assist in sourcing, selecting, and supervising external contractors and service providers for facilities-related services.
• Review work performed by vendors to verify quality, timeliness, and adherence to contractual agreements and service level expectations.
• Coordinate with vendors to ensure purchase requisitions and related documentation are completed accurately and on time.
• Maintain facility records, compliance documents, maintenance logs, and service histories in an organized and up-to-date manner.
• Provide administrative support to the facilities team, including scheduling work orders, coordinating appointments, and tracking procurement and budgets.
• Support procurement activities by obtaining quotes, assisting with purchase orders, and monitoring facilities-related expenses.
• Ensure facilities operations comply with applicable health and safety standards, building codes, and legal requirements.
• Participate in the development, implementation, and periodic review of emergency response plans and occupational safety procedures.
• Assist with office space allocation and layout planning to maximize space utilization and support organizational growth.
• Coordinate internal moves and reconfigurations, including furniture, equipment, and seating arrangements, to minimize disruption to staff.
• Liaise between staff and external providers for support services such as catering, cleaning, parking, and security to ensure timely and effective service delivery.
• Manage inventory of facilities supplies and materials, including ordering, stocking, and tracking usage to maintain critical stock levels.
• Use facility management software and office productivity tools to track work orders, document activities, and report on facilities performance.
• Collaborate with internal stakeholders to understand facilities needs and provide responsive, customer-focused support.
• Contribute to continuous improvement of facilities processes and standards by identifying opportunities for efficiency and cost savings.

• 8–10 years of experience in facilities coordination, facilities maintenance, or a closely related role.
• Proven organizational and coordination abilities, with a strong focus on follow-through and attention to detail.
• Excellent communication and interpersonal skills, with the ability to work effectively with internal staff, vendors, and contractors.
• Working knowledge of electrical and mechanical systems, including basic understanding of HVAC and plumbing components.
• Ability to multitask and prioritize multiple work orders and requests in a dynamic environment.
• Familiarity with procurement processes and budgeting practices related to facilities operations.
• Proficiency with Microsoft Office and other office productivity suites, including spreadsheets and documents.
• Experience using facility management software or similar systems to manage work orders and maintenance activities.
• High school diploma or equivalent.
• Demonstrated experience coordinating vendor services and evaluating vendor performance.

• Associate’s degree or higher in business management, facilities management, or a related field is preferred.
• Experience with facilities maintenance coordination, including scheduling and tracking preventative maintenance.
• Proficiency with Google Sheets and other cloud-based productivity tools.
• Experience managing or supporting vendor management processes, including contracts and service level expectations.
• Prior experience supporting office moves, space planning, and reconfigurations.
• Comfort working with micro office suites and various digital tools to support documentation and reporting.
• Strong problem-solving skills and the ability to respond calmly and effectively to facilities issues and emergencies.
• Ability to collaborate across departments and provide a high level of internal customer service.

This position operates in a professional office and facilities environment in New York, New York. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with on-site presence required to perform facility walkthroughs, coordinate maintenance, and support office operations. The role involves regular interaction with building systems, vendors, and internal staff, as well as oversight of services such as cleaning, landscaping, and security. Work may include occasional physical tasks related to office resets, conference room setups, and moves. The environment is technology-enabled, using Microsoft Office, Google Sheets, and facility management software to manage work orders, inventory, and documentation. The dress code is typically business casual, appropriate for a professional office setting while allowing for practical movement during facility inspections and coordination activities.

This is a Contract position based out of New York, NY.

The pay range for this position is $30.00 - $30.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in New York,NY.

This position is anticipated to close on Sep 18, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.