Facilities Coordinator - New York, NY

Facilities Coordinator Job Description The Facilities Coordinator supports the smooth operation, safety, and efficiency of a busy facility by coordinating maintenance, managing vendors, and providing essential administrative support. This role ensures building systems and services run reliably, supports staff with day-to-day facility needs, and helps maintain a clean, safe, and well-organized working environment. Responsibilities Coordinate routine maintenance and repairs of facility systems, including mechanical, electrical, HVAC, and plumbing, to ensure they operate safely and efficiently. Oversee cleaning, landscaping, and security services to maintain a clean, secure, and well-presented facility. Assist in sourcing, selecting, and supervising external contractors and service providers for facility-related work. Review work performed by vendors to ensure quality, timely completion, and adherence to contractual agreements and service standards. Maintain facility records, compliance documents, and service contracts in an organized and up-to-date manner. Provide administrative and clerical support to the facilities team, including scheduling work orders, coordinating appointments, and tracking procurement and budgets. Ensure that all facilities operations comply with applicable health and safety standards and legal requirements. Participate in the development, implementation, and periodic review of emergency plans and occupational safety procedures. Assist with office space allocation and layout planning to maximize space utilization and operational efficiency. Coordinate internal moves and support changes to office configurations, ensuring minimal disruption to staff. Liaise between staff and external providers for support services such as catering, cleaning, parking, and security, ensuring timely and effective service delivery. Manage supplies inventory for facilities-related items, monitoring stock levels and placing orders to ensure critical supplies are always available. Support procurement activities by gathering quotes, assisting with purchase orders, and monitoring facility-related expenditures. Prioritize and manage multiple work orders and tasks simultaneously, ensuring urgent issues receive prompt attention. Essential Skills Proven organizational and coordination abilities, with a demonstrated capacity to manage multiple tasks and deadlines. Excellent communication and interpersonal skills, with the ability to work effectively with internal staff and external vendors. Working knowledge of electrical and mechanical systems sufficient to coordinate maintenance and understand basic technical requirements. Ability to multitask and prioritize work orders in a dynamic environment. Familiarity with procurement and budgeting processes related to facilities operations. Proficiency in Microsoft Office applications for documentation, reporting, and communication. Experience using or the ability to learn facility management software. High school diploma or equivalent. Prior experience in facilities coordination or a related role is advantageous. Additional Skills & Qualifications An associate's degree or higher in business management, facilities management, or a related field is preferred. Experience in facilities maintenance, customer service, facility management, or vendor management. Strong attention to detail and a methodical approach to record keeping and compliance documentation. Ability to build positive working relationships with contractors, service providers, and internal stakeholders. Comfort working with basic technical information related to building systems and maintenance. Interest in contributing to continuous improvement of facility processes, safety procedures, and service quality. Work Environment This role operates within a professional facility environment that includes office spaces and building systems such as mechanical, electrical, HVAC, and plumbing. The Facilities Coordinator regularly interacts with internal staff, maintenance personnel, and external vendors and service providers. The position involves a mix of desk-based administrative workusing Microsoft Office and facility management softwareand time spent within the facility coordinating maintenance, inspecting work, and supporting space moves or reconfigurations. Work hours typically align with standard business operations, with occasional flexibility needed to support scheduled maintenance or vendor activities. The environment emphasizes safety, compliance with health and safety standards, and maintaining a clean, orderly, and secure workplace. 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 - $27.00/hr. 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 May 22, 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 ... 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.