Operations Administrator – Grand Central Terminal

Department: Property Management / Retail Operations 

Reports To: General Manager, Director of Business Administration and dotted-line coordination with Assistant General Manager

FLSA Classification: Non-Exempt

Position Summary

The Operations Administrator supports the day-to-day operational, administrative, and compliance functions of retail operations at Grand Central Terminal and Grand Central Madison, in alignment with MTA policies, Terminal governance requirements, and property management standards.

Essential Duties & Responsibilities

Operational & Administrative Support

• Provide operational and administrative support to the General Manager, Director of Business Administration and retail operations leadership in accordance with MTA and Terminal governance protocols.

• Track, organize, and maintain operational documentation, including Requests for Proposals (RFPs), contracts, authorization memos, and approval forms related to retail operations.

• Route execution documents to appropriate internal departments and track operational deliverables required for tenants to open, operate, and remain compliant.

• Maintain accurate operational records to support inspections, audits, and compliance reviews.

• Support operational initiatives and special projects related to Terminal retail operations as assigned.

• Assist with ad hoc projects and operational initiative as needed.

Retail Tenant & Operational Coordination

• Support daily retail operations by coordinating check-ins with tenants, including food and beverage operators within the Dining Concourse and Grand Central Market.

• Track, document, and follow up on tenant operational issues, including signage, fixtures, merchandising, lighting, cleanliness, storage, egress, and sanitation.

• Assist in monitoring tenant storage areas and back-of-house spaces to ensure compliance with lease, license, Terminal, and MTA requirements.

• Assist with issuance and tracking of formal operational notices and communications to tenants in coordination with management.

Compliance, Safety & Regulatory Support

• Maintain records related to fire extinguishers, grease traps, hood and exhaust system cleanliness, and sanitation standards.

• Support compliance tracking related to MTA operational standards, Terminal rules, and lease/license obligations.

• Coordinate with facilities, maintenance, sanitation, and security to document, track, and resolve compliance and safety issues.

• Assist in obtaining, monitoring, and maintaining vendor Certificates of Insurance to ensure compliance.

Vendor & Meeting Coordination

• Coordinate and document recurring meetings with Terminal service vendors, including security, cleaning, sanitation, and pest control providers.

• Prepare meeting agendas, maintain notes, and track action items to ensure accountability and follow-through.

• Track contract-related compliance and follow up on outstanding actions.

Office & Operations Support

• Assist with front office operations, including responding to inquiries, routing communications, and maintaining organized records.

• Prepare routine operational correspondence and distribute notices as directed.

• Assist and facilitate badge access for tenants, vendors, and contractors by preparing applications, tracking expirations, and coordinating renewals in accordance with MTA and Terminal security procedures.

Qualifications & Experience

Education & Experience

• Associate degree or equivalent combination of education and relevant operational or administrative experience.

• 2–4 years of experience in operations administration, property management support, facilities operations, or retail operations.

• Experience in transportation facilities, public infrastructure, large-scale retail centers, or food service environments preferred.

Knowledge, Skills & Abilities

• Strong organizational skills with a high level of attention to detail.

• Strong written and verbal communication skills.

• Strong independent problem-solving skills.

• Demonstrated ability to multi-task, prioritize and meet deadlines.

• Ability to interact professionally with tenants, vendors, contractors, internal teams, and agency representatives.

• Proficiency in Microsoft Office (Word, Excel, Outlook, Power Point).

• Sound judgment, discretion, and professionalism.

• Demonstrated self-starter, exhibiting initiative, confidence, professionalism, and maturity.

• Ability to follow established protocols and escalate issues appropriately.

• Flexibility to support occasional nights, weekends, or holidays as required by Terminal operations.

Physical Demands

• Ability to move throughout office, retail, and public spaces within Grand Central Terminal and Grand Central Madison.

• Ability to sit or stand for extended periods.

• Ability to operate standard office equipment and electronic devices.

• Clear vision to read and review documents, emails, and other communication materials

• Ability to hear and understand verbal communication in person, over the phone, and during meetings.

• Ability to lift and carry materials up to approximately 20 pounds

Disclaimer: This job description is not all inclusive. Other duties and responsibilities may be required 

EEO Statement: Spinoso Realty Group is an equal opportunity employer and is committed to providing a work environment that is free from discrimination and harassment. We value diversity and inclusion and believe that a diverse workforce enhances our ability to provide innovative solutions to our customers. We comply with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations for qualified individuals with disabilities throughout the recruitment process. If you require accommodations for any part of the application and hiring process, please notify the Human Resources Department at abinaxas@spinosoreg.com. Reasonable accommodations will be determined on a case-by-case basis. It is the responsibility of the applicant to inform Spinoso Realty Group of any necessary accommodations needed during the recruitment process. Spinoso Realty Group will work with the applicant to assess the specific requirements and provide reasonable accommodations accordingly. Spinoso Realty Group is committed to ensuring that our workplace is accessible to individuals with disabilities. If you need assistance or an accommodation to perform the essential functions of the job, please let us know.