Facilities Coordinator

Job Description

Job Description

Job Title: Workplace Experience Coordinator - Level 2 Job Description

Our Client is seeking an in-person Workplace Experience Coordinator / Event Coordinator to deliver a world-class customer service experience to employees and guests across two New York office locations. This role focuses on planning, coordinating, and executing on-site events, managing reservations, and partnering with facilities and service teams to ensure a seamless workplace experience. You will follow established procedures, support cross-functional partners, and provide clear, courteous communication to clients, visitors, and internal teams.

• Schedule, coordinate, and organize on-site events, ensuring all details are captured and executed according to plan.
• Coordinate closely with cross-functional teams including facilities management, audio-visual, catering, security, janitorial, and other service providers to support events and workplace activities.
• Review a two-week event look-ahead to identify missing details, confirm holds, and collect and track information in the reservation system.
• Create and manage event work order tickets for furniture movement, janitorial/porter services, and other logistical needs.
• Schedule visiting guest office reservations, including calendar management and email coordination to ensure accurate and timely bookings.
• Provide event execution support, including client support as needed, pre-event walkthroughs to confirm setups, wayfinding and line management, vendor management support, signage ideation, and event photos and documentation.
• Organize, track, maintain, and update event folders, including BEOs, event photos, resource documents, and standard operating procedures.
• Secure event spaces and oversee room setup and tear down, ensuring all supplies are delivered and spaces are prepared and restored appropriately.
• Follow property-specific security and emergency procedures, and promptly notify appropriate parties to help ensure the safety of all individuals in the building.
• Coordinate with vendors that supply services or goods to the workplace, ensuring they meet expectations and adhere to site requirements.
• Explain detailed and sometimes complex information within the team in a clear and understandable manner.
• Follow specific directions provided by the manager and apply established work routines and standards in daily tasks.
• Use existing procedures to solve straightforward problems, adhering to clearly defined duties, methods, and tasks with limited discretion.
• Contribute to a positive workplace experience by providing courteous, professional customer service to clients, employees, and visitors.

• High School Diploma or GED.
• Up to 2 years of job-related experience in coordination, administrative support, customer service, or a similar role.
• Ability to follow basic work routines and standards and apply established procedures consistently.
• Effective communication skills to exchange straightforward information with colleagues, clients, and visitors.
• Working knowledge of Microsoft Office products, including Word, Excel, and Outlook.
• Strong organizational skills with the ability to manage multiple events, tasks, and documentation simultaneously.
• An inquisitive mindset with attention to detail and a proactive approach to identifying missing information or gaps.
• Solid people skills, with the ability to interact professionally and courteously with a wide range of stakeholders.
• Coordination skills to manage schedules, reservations, and cross-functional activities efficiently.
• Administrative support capabilities, including maintaining folders, tracking documents, and managing calendars.

• Experience supporting on-site events in a corporate or professional office environment is beneficial.
• Familiarity with event reservation or scheduling systems is an advantage.
• Comfort working within clearly defined processes and procedures while maintaining high service standards.
• Ability to collaborate effectively with facilities, AV, catering, security, and janitorial teams.
• Willingness to adapt to changing schedules and operational requirements across multiple office locations.

This is an in-person role based at two office locations in New York (New York–South and 30 Hudson Yards), supporting Our Client’s workplace experience function. The standard schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m., with the flexibility to work at either location depending on business needs. The reporting schedule may vary from week to week, and direction on work location and hours is provided based on operational requirements. You will work in a professional office environment, collaborating with facilities management, audio-visual, catering, security, and janitorial teams, and using tools such as Microsoft Word, Excel, Outlook, and event reservation systems. The environment emphasizes world-class customer service, clear communication, and adherence to established security and emergency procedures. Professional business attire appropriate for a corporate office and client-facing events is expected.

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

The pay range for this position is $31.00 - $31.00/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 23, 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.