Facilities Coordinator - New York

Job Title: Facilities Coordinator – New York

Job Description

The Facilities Coordinator plays a key role in creating an outstanding workplace experience by supporting day-to-day facilities operations, events, and guest services in a corporate office environment. Working closely with the Workplace Experience team, this position ensures that employees, customers, and visitors receive warm, professional, and efficient support. The role focuses on maintaining a high standard of workplace presentation, coordinating facilities services, and partnering with internal teams and external vendors to deliver consistent, high-quality service.

Responsibilities

• Work in partnership with the Workplace Experience team to help create a best-in-class workplace environment.
• Support the Regional Facility Manager and Concierge Coordinator with the execution of meetings, conferences, and events.
• Contribute to a customer-focused workplace environment aligned with the Workplace Experience team principles.
• Continuously identify opportunities to improve service delivery and the overall customer experience.
• Collaborate effectively with internal teams and external vendors to deliver high-quality facilities and workplace services.
• Perform minor repairs and routine equipment maintenance, including patching, painting, and basic hardware repairs.
• Conduct routine daily inspections of assigned buildings and spaces to ensure cleanliness, safety, and readiness.
• Provide facilities services and meeting/event support, including furniture and equipment setup, reconfiguration, and breakdown.
• Perform general and detailed maintenance tasks under appropriate supervision.
• Conduct inspections and maintain accurate facilities records and documentation.
• Manage and monitor the site work ticket queue to ensure timely resolution of requests.
• Support vendor management and onsite contractor activities, ensuring work is completed to required standards.
• Assist with workplace moves and space changes, including coordination and physical setup as needed.
• Liaise with building management as required to address building-related issues and services.
• Ensure compliance with building WHS/HSSE and emergency procedures.
• Participate in all HSE-related programs, investigations, audits, and assessments.
• Maintain stock levels of office and conference room supplies to ensure consistent availability.
• Communicate effectively and regularly with team members and stakeholders about facilities activities and status.
• Confidently engage with all levels of the business, including leadership.
• Send site-wide communications related to facilities activities, changes, and updates.
• Create and maintain site playbooks and internal web pages related to workplace and facilities operations.
• Monitor and update site-specific and global communication channels to keep information current.
• Complete all work documentation accurately and on time using Jira Service Desk, Corrigo, and related systems.
• Support site spend activities and financial tracking for facilities and workplace operations.
• Manage documentation and backup for expenses and purchasing related to facilities.
• Participate in the site budgeting process by providing relevant facilities data and insights.
• Identify, document, and support cost-saving initiatives related to facilities and workplace services.
• Participate in guest services and customer-facing coverage to ensure a welcoming experience.
• Support visitor badging processes and related technologies for secure and efficient access.
• Assist with reception and desk coverage, including coordination with security and scheduling.
• Set up and reset meeting, conference, and event spaces according to approved plans.
• Perform daily and mid-day room turnovers and reconfigurations for both indoor and outdoor spaces.
• Escalate issues or concerns to management in a timely manner to ensure prompt resolution.
• Manage post-event storage and inventory of furniture and equipment.
• Conduct room checks to ensure technical and visual readiness prior to meetings and events.
• Identify and report audiovisual and cleaning service requirements to the appropriate teams.
• Support overall workplace operations in alignment with the Workplace Experience team’s standards and processes.
  
  

Essential Skills

• Demonstrated positive, collaborative, and customer-first mindset.
• Strong multitasking and time management skills in a fast-paced environment.
• Proven ability to deliver exceptional customer experiences and create lasting positive impressions.
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship-building abilities across all levels of the organization.
• Ability to work independently with minimal supervision while maintaining high performance.
• High attention to detail with strong standards for workplace presentation and maintenance.
• Proficient computer skills with the ability and willingness to learn workplace tools and systems such as Jira Service Desk and Corrigo.
• Ability to read and follow plans, procedures, and operating instructions accurately.
• Experience using basic carpentry, plumbing, painting, and custodial tools for minor repairs and maintenance.
• Ability to lift up to 50 pounds and safely operate ladders and related equipment.
• Ability to stand, stoop, crouch, climb, and reach as required to complete daily tasks.
• Commitment to maintaining a safe and healthy workplace and following WHS/HSSE procedures.
• Experience in customer service, facilities maintenance, facility management, and vendor management.
  
  

Additional Skills & Qualifications

• Experience with audiovisual setup and basic troubleshooting is preferred, though not a core responsibility.
• Familiarity with workplace ticketing and facilities management systems such as Jira Service Desk and Corrigo is an advantage.
• Experience supporting corporate events, meetings, and conferences is beneficial.
• in working with external vendors, contractors, and building management is helpful.
• Comfort working in a highly visible, customer-facing role within a corporate office environment.
  
  

Work Environment

This role is based on-site in a corporate office in New York and follows a Monday through Friday schedule from 7:30 a.m. to 4:00 p.m. The Facilities Coordinator works closely with the Workplace Experience team, building management, vendors, and office staff in a highly collaborative and service-oriented environment. The position involves regular movement throughout the building, including standing, walking, climbing ladders, and handling furniture and equipment. Basic tools for minor repairs and maintenance, as well as technologies such as Jira Service Desk, Corrigo, visitor badging systems, and audiovisual equipment, are part of the daily work. The environment emphasizes safety, cleanliness, and a professional appearance, with a focus on creating a welcoming and well-maintained workspace for employees, customers, and visitors.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $25.00 - $26.00/hr.

Requirements

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)
  
  

Workplace Type

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

Application Deadline

This position is anticipated to close on Jun 9, 2026.

About Aston Carter

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® double diamond 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 astoncarteraccommodation@astoncarter.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.