What are the responsibilities and job description for the Workplace Facilities Coordinator (HVAC & Building Operations) position at Russell, Tobin & Associates?
Workplace Facilities Coordinator (HVAC & Building Operations)
Location: New York, NY (100% Onsite)
Employment Type: 6-Month W2 Contract
Pay Rate: $70–$80/hour
Staffing Partner: Russell Tobin
About the Opportunity
Russell Tobin is partnering with a leading, high-growth technology company to hire an experienced Workplace Facilities Coordinator for its New York City office.
This is a hands-on, onsite role ideal for a facilities professional who brings strong knowledge of commercial building systems, particularly HVAC, preventive maintenance, and general building operations, along with a service-oriented approach to workplace support.
The ideal candidate thrives in a fast-paced environment, takes ownership of facility-related issues, and enjoys creating safe, functional, and welcoming spaces where employees can do their best work.
Key Responsibilities
Vendor Management and Coordination
- Coordinating with and managing vendors who handle day-to-day operations and maintenance of our NYC office buildings, such as deliveries, office supplies and daily janitorial services
- Partnering with the extended workplace team to keep the buildings running smoothly and to provide employees with a safe, functional and comfortable environment and a consistently high level of service
Problem-Solving and Responsiveness
- Responding to requests in our internal ticketing system within Service Level Agreements, providing a high level of customer service through clear, timely and empathetic communication
- Addressing workplace issues promptly (elevator down, restroom flood, refrigerator not cooling, etc.), including engaging the right vendor and keeping colleagues informed and supported until the issue is resolved
- Conducting minor repairs and maintenance tasks, and coordinating vendors for more complex repairs
- Providing emergency response support in partnership with Security, and helping us stay compliant with local codes
Organizational Skills and Adaptability
- Managing multiple competing priorities, with discernment on prioritization
- Setting up furniture configurations for onsite meetings and events, bringing a hospitality mindset to every request
- Performing workstation setups, including monitors, monitor arms and other ergonomic equipment
Process Documentation and Culture Development
- Helping maintain our Standard Operating Procedures
- Developing and preserving office culture and norms
- Partnering closely with People Operations, Security and vendors
Additional Areas of Support
- Supporting HVAC and preventive maintenance
- Supporting office moves, restacks and reconfigurations
- Supporting safety, permits, inspections and code compliance
You might be a good fit if you:
- Have 4 years of experience in workplace coordination and building operations
- Have working knowledge of building systems like HVAC, elevators, plumbing and lighting, and can supervise maintenance, repairs and services
- Have a service-minded, solution-based approach, and are excited to take on essential behind-the-scenes work
- Enjoy rolling up your sleeves, with no task too big or too small
- Have excellent organizational and communication skills, and can multitask
- Can lift up to 50 pounds
Strong candidates may also:
- Have managed workplace projects or programs, such as HVAC, preventive maintenance or office moves, in a multi-building or high-growth environment
- Have prior experience with vendor management, food and beverage service, and hospitality
- Be interested in artificial intelligence and care that it is developed safely and beneficially
- Have experience managing permit, license and inspection requirements
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Salary : $70 - $80