Facilities Contract Coordinator

Summary:

The Facilities Contract Coordinator works closely with the Senior Manager of Facilities Administration and the Vice President to support all contractual aspects of Facilities Operations across the organization nationwide. This role ensures that all vendor agreements—including master service agreements, service level agreements, amendments, RFPs, RFIs, and termination letters—are properly developed, maintained, and monitored for compliance with departmental standards.

The Facilities Contract Coordinator oversees the full contract lifecycle, including tracking, organization, and documentation within Airtable and Box. This position is responsible for ensuring timely renewals, accurate financial and contractual records, and clear, effective communication between internal stakeholders and external partners.

Who We Are

The ASPCA Facilities & Fleet Management team works to ensure all ASPCA locations are fully operational so that staff and volunteers have optimum conditions to meet their program and department goals. In addition, the Facilities team ensures a healthy environment for all animals that visit our locations, whether on a short-term or long-term basis.

What You'll Do

Facilities Contract Coordinator reports directly to the Senior Manager of Facilities Administration and has no direct reports.

Where and When You'll Work

This position is an on-site role and reports to 520 8th Ave, New York, NY ASPCA location.

What You'll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

• The target hiring range for this role is $36.06 - $38.47 / hour

Benefits

At the ASPCA, you don't have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.

• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.

• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.

• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Administrative Contract Management

• Lead the creation, formatting, and distribution of Facilities-related RFPs and RFIs in collaboration with Facilities site Managers.
• Monitor Requests for Proposals (RFPs) and Requests for Information (RFIs) for facility-related services, ensuring clarity, compliance, and competitive bidding.
• Analyze vendor proposals with Legal, Finance, and Facilities Teams for cost-effectiveness, compliance, and service quality.
• Collaborate with Facilities leadership to define project scope, requirements, and timelines.
• Coordinate vendor communications, proposal submissions, and evaluation processes.
• Maintain RFP and RFI templates and best practice guidelines for department use.
• Draft, review, and track all Facilities-related agreements, including:
  • Master Service Agreements (MSAs)
  • Service Level Agreements (SLAs)
  • Amendments
  • Termination letters and contract close-outs
• Maintain a contract renewal calendar via Airtable with alerts for upcoming expirations and renegotiations
• Ensure compliance with company policies, legal requirements, and negotiated terms across all assigned states in collaboration with Legal, Finance, and Facilities Teams.
• Assist Facilities Managers with monitoring contract performance, deliverables, and renewal timelines
• Serve as the primary point of contact for contract inquiries
• Collaborate with the Facilities team to integrate contract terms with permit, inspection, and certification requirements.
• Facilitate internal approvals and ensure executed copies are stored in Airtable and Box
• Work with Facilities team, Legal, and Finance teams to ensure alignment on contract terms and budget compliance.
• Partner with Facilities Administration and Operations Teams to ensure vendors meet service requirements as defined in agreements.
• Partner with Facilities Administration Team on Onboarding vendors and ensure they meet organizational compliance requirements before commencing work.
• Collaborate with facilities leadership to review final vendor selection.
• Provide regular reporting on contract status, upcoming renewals, and compliance metrics to leadership.
• Maintain and submit a Purchase order request to Procurement upon generating contracts
• Provide administrative support to the Senior Leadership and Facilities Management, preparing documents, spreadsheets as requested.
• Provide support to Administrative Assistant during heavy workflows.
• Support the Senior Manager of Facilities Administration with standard operating procedures, and activities among departments by organizing and coordinating information and requirements, and monitoring results within the Department.

Coordination & Invoice Oversight

• Review vendor invoices for accuracy, proper coding, and compliance with contract terms

• Coordinate approvals and submission of invoices to Accounts Payable

• Track purchase orders and ensure alignment with contract scope and budget

• Assist with resolving vendor billing discrepancies and payment issues

Department Airtable & Box Management

• Maintain Airtable contract management system:
  • Agreement queue tracking
  • Service agreement status updates
  • Renewal/expiration tagging
• Maintain Airtable agreement table for contract requests, approvals, and status updates.
• Maintain Box sign submissions from end-to-end process
• Track active service agreements, contract expirations, and renewal alerts in Airtable.
• Organize and maintain digital contract folders within Box for quick retrieval and auditing.
• Organize contract documents in Box by vendor, location, and service type.
• Keep digital records audit-ready for internal and external reviews.
• Partner with Facilities Management on contract compliance procedures and documentation requirements.
• Ensure proper version control and secure file storage of all contractual documents
• Ensure data accuracy across all systems and platforms.

Qualifications

• Strong knowledge of contract drafting, compliance management, and accurate documentation
• Experience with vendor relationship management, strategic sourcing, and procurement best practices
• Highly organized with strong time‑management, multi‑tasking, and prioritization abilities in a fast‑paced, multi‑state environment
• Skilled in digital file management and organizational systems, including Airtable and Box
• Excellent written and verbal communication skills, including negotiation and concise communication with staff at all levels
• Strong attention to detail, accuracy, and confidentiality in handling sensitive information
• Ability to work independently and collaboratively amid shifting priorities, distractions, and deadline pressures
• Self‑motivated, solution‑oriented, and eager to learn new systems and processes
• Builds authentic, trusting relationships and collaborates effectively to achieve shared goals
• Demonstrates initiative, drive, and continuous improvement in work processes
• Proficiency in contract organizational systems and digital file management required
• Proficiency in Vendor relationship coordination required
• Proficiency in Process improvement and efficiency required
• Proficiency with using computers and Microsoft Office required
• Proficiency using ticketing systems strongly preferred
• Proficiency with project management tools/systems a plus
• Ability to exemplify ASPCA's core values and behavioral competencies.

Language

• English (required)

Education and Work Experience

• High School Degree/GED required
• Associate's degree or higher degree preferred or equivalent work experience
• Minimum 3+ years of Contract management or Vendor Management strongly preferred
• Minimum 3+ years of developing and managing Requests for Proposals (RFPs) or Requests for Information (RFIs) strongly preferred
• At least 3 years of administrative experience required; administrative and/or operations experience supporting facilities operations, property management, construction, maintenance, or fleet is a plus
• Experience with Airtable is a plus
• Experience handling invoices strongly preferred

Language:

English

Education and Work Experience:

High School Diploma, GED, or Equivalent Experience

Stay Connected – Join Our Talent Community:
If you are interested in joining our team but don't feel this position fits your experience or interests, please check out our other open opportunities or consider joining our Talent Community.

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA's vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA's standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA's People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

Applicant Notices : Applicants have rights under federal employment laws: Equal Employment Opportunity; Employee Polygraph Protection Act (EPPA); Family and Medical Leave Act (FMLA); Uniformed Services Employment Reemployment Rights Act (USERRA). Candidates residing in CA, CO, Flagstaff (AZ), IL, IN, Los Angeles (CA), Los Angeles County (CA), MA, ME, NJ, NM, NYC, OR, Philadelphia (PA), RI, San Francisco (CA), and WI should click here for additional information about general applicant notices.