FACILITIES ADMINISTRATION MANAGER - NYC

Pegasus Development; New York (NY); On-site; USD 110,000 - 130,000; Full time

Job summary

Pegasus Development is hiring a Facilities Administration Manager to run the office services lane at a private investment holding company in Midtown Manhattan. This on-site role reports to the Director of Facilities and oversees calendars, deliveries, vendor access, and moves, adds, and new-hire desk setups under one intake.

The standard is exacting and detail-forward; you will supervise the day porter, matron, and in-house staff, manage expansion punch lists, and draft a facilities

Qualifications

• Five+ years running office services or workplace operations in demanding environments.
• Direct ownership of calendars, procurement, inventory, and vendor coordination.
• Ability to execute a disciplined office-lane system with personal accountability.
• Excellent written and verbal communication to document procedures.

Responsibilities

• Administer the day's conference and community calendars; clear overnight intake for the office lane
• Hold supplies to par; spot-check supply points and copy rooms at midday; place orders to par at close
• Schedule, receive, check, and log deliveries and installations
• Manage vendor access; run moves, adds, and new-hire desk setups; coordinate IT hand-offs with the client's IT function
• Direct the day porter and matron against the janitorial standards rider; direct operations support day to day
• Run the punch list on office expansion and buildout through closeout; monitor the event logistics intake on the facilities side
• Review vendor invoices with operations support weekly
• Write the facilities administration playbook and keep it current

Skills

Attention to detail

Office services

Calendar management

Procurement

Vendor coordination

People management

Systems fluency

Discretion

Playbook writing

Job description

Location: Midtown Manhattan, New York, NY (on site, five days per week)

Employment type: Full time, salaried

Standard: Detail-first and exacting; the building notices everything

Reports to: Director of Facilities

Salary range: $110,000 to $130,000 per year

Target start: On or before October 16, 2026

ABOUT THE ROLE

Pegasus Development is hiring a Facilities Administration Manager to run the office services lane at a private investment holding company in the Plaza District: a lane managed and executed by the same hands. You administer the conference and community calendars daily, hold supplies to par and never below, schedule and receive deliveries and installations, manage vendor access, and run moves, adds, and new-hire desk setups under one intake, reporting directly to the Director of Facilities.

You direct the contract day porter and matron and the in-house operations support staff, run the punch list on office expansion and buildout through closeout, and write the facilities administration playbook while running the lane: pars, protocols, the vendor list, calendar rules, and setups, documented as the template the platform's next offices onboard with. Pantry and hospitality service run under a separate program and are not part of this seat.

THE STANDARD

The standard here is set by the people who own the floors, and their reference points are the best hotels and private residences in the world. Nothing is judged against good enough for an office. A defect is anything a principal would notice, reported or not: a conference room set one chair short, a delivery logged to the wrong floor, a supply point one item below par, a new hire's desk missing one item on day one. This seat exists to catch these before anyone on a principal floor does, and to run the lane from a written system rather than from memory.

WHAT YOU WILL DO

• Administer the day's conference and community calendars; clear overnight intake for the office lane
• Hold supplies to par; spot-check supply points and copy rooms at midday; place orders to par at close
• Schedule, receive, check, and log deliveries and installations
• Manage vendor access; run moves, adds, and new-hire desk setups; coordinate IT hand-offs with the client's IT function
• Direct the day porter and matron against the janitorial standards rider; direct operations support day to day
• Run the punch list on office expansion and buildout through closeout; monitor the event logistics intake on the facilities side
• Review vendor invoices with operations support weekly
• Write the facilities administration playbook and keep it current

WHAT YOU BRING

• An exacting, uncompromising attention to detail across calendars, pars, deliveries, setups, and the playbook: complete, current, and correct, every day, on floors where a single miss is noticed
• Five or more years running office services or workplace operations in a demanding professional environment: financial services, private client, or luxury hospitality
• Direct ownership of calendars, procurement, inventory, and vendor coordination
• A manager who executes: runs the lane's system, does its administrative work personally, and directs contract and in-house support staff
• Systems fluency and the polish to operate on principal floors
• The discretion the environment requires
• Writing clear enough that the next office onboards from your playbook in weeks

THIS SEAT IS NOT FOR YOU IF

• You run the calendar from memory.
• You order supplies when they run out. Par means never below.
• You treat a setup one chair short as minor.

HOW SUCCESS IS MEASURED

• Task-list completion across the lane
• Deliveries received the same day
• The playbook current, always
• Zero findings on the principal's own walk of the office lane
• Zero repeat misses: a miss corrected once is corrected

HOW WE HIRE FOR THIS

The interview includes a floor walk. You will be asked what you see, and the answer decides whether the conversation continues. Finalists complete a short written exercise: one intake log entry and a one-paragraph setup standard for a room we name.

COMPENSATION AND BENEFITS

Base salary $110,000 to $130,000 per year, a good-faith range at the time of posting; the offer depends on experience. Comprehensive benefits. Employer of record is Pegasus Development LLC.

ABOUT PEGASUS DEVELOPMENT

Pegasus Development is an owner's representative and development advisory firm with offices in Las Vegas, New York, and Sacramento, safeguarding more than $7.5 billion in client projects across hospitality, entertainment, sports, gaming, and commercial real estate. The firm works as an extension of its clients' leadership, with no financial interest in the vendors, materials, or contracts it oversees. pegasusdev.com

CONFIDENTIALITY AND HOW TO APPLY

This position supports a private investment holding company in the Plaza District. Candidates learn the client's identity at interview; discretion is a condition of the process and of the seat. Pegasus Development LLC is an equal opportunity employer.