Facilities Administrative Coordinator

Company Description

The New World Symphony (NWS) is where the future of orchestral music is envisioned, cultivated and shared. Under the direction of Artistic Director Stéphane Denève, its unique fellowship program trains music school graduates for leadership roles in the field of classical music. Artistic excellence, connection to audiences, engaging communities and entrepreneurial activities are pillars of the experiential curriculum.

Job Description

POSITION SUMMARY:

The Facilities Coordinator provides administrative support to the facility management team to ensure that New World Symphony’s (NWS) facilities, New World Center (NWC) and Alton Pointe (AP), are operated, managed, maintained, repaired and improved in accordance with the organization’s standard of excellence, industry best practices and in a cost-effective manner.

DUTIES AND RESPONSIBILITIES

• Provide administrative support to the NWS Facilities management team
• Track facilities helpdesk tickets and maintenance requests, help ensure new service requests are acknowledged in a timely manner, follow up on open items, communicate status updates, and close tickets upon completion
• Respond to facilities and fellow housing-related inquiries and concerns, assess issues, coordinate next steps, and elevate concerns as appropriate
• Maintain facilities vendor lists, task schedules, maintenance records and related departmental files
• Coordinate with outside contractors and vendors for services, repairs, estimates, scheduling, and follow-up
• Schedule and document maintenance and repairs of building equipment and facility assets
• Assist in monitoring and assessing outside contractor and vendor performance, including responsiveness, quality of work, and completion of assigned services
• Review, reconcile, and process invoices in a timely manner and assist with departmental budget tracking
• Coordinate requests for proposals, competitive bid awards, contract routing, and related administrative processes
• Coordinate meetings and prepare agendas, presentations, corresponding materials, meeting minutes, and follow-up items
• Coordinate administrative and logistical support for Fellow move-ins and move-outs at NWS-owned housing complex, including scheduling, communication, access coordination, documentation, and follow-up
• Maintain accurate unit inventory, asset, equipment, inspection, service, and maintenance records, including HVAC service information, filter sizes, dehumidifiers, appliances, unit condition documentation, access records, and related database updates
• Support housing turnover coordination by tracking cleaning, repairs, pre-move-out requirements, inspection checklists, final readiness reviews, and other steps needed to prepare units for incoming Fellows
• Coordinate with Fellows, Facilities team members, vendors, and contractors regarding apartment maintenance needs, unit readiness, repairs, inspections, and turnover-related work
• Assist with coordinating and tracking required safety, regulatory, and building inspections, including follow-up on open items, violations, or corrective actions
• Prepare and distribute housing-related communications to Fellows, including access notices, office closure notices, maintenance updates, and other important facilities-related information
• Perform other job-related administrative tasks as assigned

Qualifications

EDUCATION AND EXPERIENCE

• High school diploma or GED required; college degree preferred; one to three years of administrative and customer service experience required; experience in facilities administration preferred; an equivalent combination of education and experience may be considered

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to provide excellent customer service by responding to staff, Fellows, vendors, and other stakeholders with professionalism, responsiveness, and patience
• High degree of organization and attention to detail
• Ability to prioritize and manage numerous tasks
• Proficient in Microsoft Office applications
• Strong verbal and written communication skills
• Fluency in English is required; fluency in Spanish is desired
• Passion for the mission of New World Symphony and commitment to its values of community, respect, excellence, accountability and trust

PHYSICAL REQUIREMENTS

• Ability to work a flexible schedule depending on facilities needs and project deadlines
• Ability to move throughout and between NWS facilities, remain stationary for extended periods, and occasionally lift or transport items up to 25 pounds
• Occasional exposure to outdoor South Florida weather conditions during project coordination, inspections, or vendor activity

Additional Information

BENEFITS: NWS offers an excellent benefits package to eligible employees including medical, dental, vision, long and short term disability, life and AD&D, 401(k), generous paid time off and comprehensive flexible work arrangements program.

EEO STATEMENT: The New World Symphony is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.