Facilities Coordinator

Bessemer Trust; New York (NY); Hybrid; USD 68,000 - 80,000; Full time

Benefits offered by this job

Hybrid work environment: 60% in office

401(k) plan with profit-sharing

Medical, dental and vision

Life insurance

Paid time off and sick leave

Parental leave

Disability coverage

Job summary

Bessemer Trust seeks a Facilities Coordinator for the New York office to oversee maintenance, repairs, and vendor management across all building systems. You will coordinate preventative maintenance, manage access control, and support event setups while ensuring safety and efficiency in a fast-paced environment.

Ideal candidates bring 4–7 years of facilities experience, strong organizational and communication skills, and comfort working with senior management.

Qualifications

• College degree preferred or equivalent certification in Facilities or Project Management.
• 4–7 years’ experience in facilities with a professional organization, law firm or financial services firm.
• Outgoing but tempered personality and comfortable working with senior management.
• Possess basic maintenance/handyperson skills.
• Excellent organization and communication skills.
• Willing to work overtime and be on-call.

Responsibilities

• Coordinate maintenance and repair of the facility including electrical, HVAC, lighting, and housekeeping.
• Schedule preventative maintenance and testing for all facilities systems and needs.
• Oversee repairs after maintenance emergencies and ensure peak condition of the office.
• Set up/remove access for new/terminated employees.
• Manage events and room setup/breakdown.
• Inspect conference rooms and shared spaces for cleanliness and repairs.
• Oversee cleaning services to meet contractual obligations.
• Coordinate insurance certificates for on-site vendors.

Skills

Facilities management

Vendor management

Budgeting

Microsoft Office

Communication skills

Team collaboration

Education

College degree preferred or equivalent

IFMA/BOMA certification

Tools

SharePoint

Building Management System

Microsoft Office Suite

Job description

Supervisory Scope

• Manage the functions and operations of the New York office and Facilities systems making sure that health and safety standards are met and arranging for repairs when needed.
• No supervisory/management of other employees.
• Manage vendors and contractors to fulfill contracted obligations to the fullest extent.

Requirements

• College degree preferred or equivalent trade school or IFMA/ BOMA or other Certification in Facilities or Project Management or other trade certifications, a plus.
• 4-7 years’ experience in facilities with a highly professional organization, law firm or financial services firm, a plus.
• Must have an outgoing but tempered personality and be comfortable working with senior management.
• Possess basic maintenance/handyperson skills.
• Shows tact, discretion and good judgment in handling sensitive and confidential matters and documentation.
• Proven ability to work well in and contribute to a team environment.
• Demonstrates ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy.
• Excellent organization and communication skills.
• Ability to work overtime and understands the “on-call” nature of the position.
• Vendor and contract management and coordination.
• Strong Customer Service skills and demonstrated record of providing excellent service.
• Possess strong problem-solving skills.
• Ability to work overtime and understands the “on-call” nature of the position.
• Proficient in Microsoft Office Suite (Word and Excel skills).
• Excellent written and communications skills

Responsibilities

• Coordinate the general maintenance and repair of the facility, including the electrical, carpentry, HVAC, fire prevention, lighting, fire safety systems, and housekeeping.
• Coordinate the scheduling of preventative maintenance and testing tasks for all Facilities systems and facility needs. (i.e., Building Management System, Lutron Lighting systems, security panels and card readers, kitchen, and cafeteria equipment, etc.).
• Oversee and coordinate the repairs to facilities or systems after a maintenance emergency.
• Perform day-to-day operations and maintenance responsibilities to help ensure the office is in peak condition.
• Coordinate the set up and removal of access from the card access system for new/terminated employees.
• Manage special events with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.
• Conducting regular inspections of conference rooms, client restrooms, wellness rooms, and shared spaces for cleanliness and for needed repairs.
• Manage the daily and nightly cleaning services to help ensure the vendor is meeting and or exceeding the contractual obligations.
• Coordinate renewals of Certificates of Insurance for all vendors requiring onsite access and manage these in a centralized database.
• Coordinate and obtain price quotations for annual maintenance contracts and planned repairs.
• Process invoices for payment on all Facilities vendors.
• Process maintenance contract renewals through the vendor management process and maintain the Facilities list of contracts.
• Manage and maintain the list of vendors for Facilities (1271) in the online database.
• Manage and maintain the maintenance of key closets for all doors and desks and develop and maintain a centralized system in SharePoint.
• Moving and arranging furniture or equipment.
• Serve as liaison with building engineers, vendors, and other contractors to complete all required work in the space.
• Assist with development and execution of a facilities maintenance program.
• Escorting Facilities and/or Office Services vendors to relevant work areas.
• Assist with developing a yearly Facilities budget.
• Assist Facilities Team with recurring and/or ad hoc tasks.
• Manage upgrades or replacement of HVAC, construction, plumbing, furniture, or other related systems.
• Assist with the development of processes, instructions, and other Facilities related documents required to cross-train on systems or functions.
• Placing and monitoring work orders for landlord and vendors.

The base salary range for this position is $68,000 - $80,000 per year. This range reflects the minimum and maximum base salary we reasonably expect to pay for this role. In addition, this position may be eligible to participate in the relevant business unit’s incentive compensation plan, and other compensation programs as applicable. Eligible employees may participate in a 401(k) program with a generous profit-sharing contribution, medical, prescription dental, and vision coverage; life insurance; disability coverage; paid holidays; vacation; and sick time, subject to plan terms and Company policies.

About Bessemer Trust

Bessemer Trust is a family office, overseeing more than $250 billion in assets for over 3,000 individuals and families of substantial wealth. Its more than 1,300 employees are singularly focused on private wealth management — disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service.

Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family. As a self-made entrepreneur, Henry Phipps was a founding partner and chief financial officer of Carnegie Steel.

Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission of providing peace of mind to its clients. Bessemer’s adherence to putting clients’ interests first, fiduciary mindset, and highly collaborative culture are at the heart of everything the firm does.

Key Facts

• For 119 years, Bessemer Trust has operated continuously in a single line of business, independently owned by one family.
• Headquartered in New York’s Rockefeller Center, Bessemer Trust has 22 offices in total. Woodbridge, NJ, is one of the firm’s largest offices, which hosts a wide range of technology and operations professionals. In addition to its sizable presence in New York and Woodbridge, the firm provides client service through offices in Atlanta, Boston, Chicago, Dallas, Delaware, Denver, Garden City, Grand Cayman, Greenwich, Houston, Los Angeles, Miami, Naples, Nevada, Palm Beach, San Diego, San Francisco, Seattle, Stuart, and Washington, D.C.
• To watch a video about Bessemer Trust’s history, click here.
• To learn more about Bessemer Trust, click here.

About Our Employee Rewards And Benefits

• Competitive base salary plus discretionary annual bonus for select positions
• A 401(k) plan with a generous annual profit-sharing contribution
• Personalized development and career opportunities, including tuition reimbursement support
• Comprehensive medical, dental, and vision plans with zero contributions for employee coverage
• Employee assistance (EAP) and wellness programs
• Hybrid work environment: 60% in office, 40% remote for most positions
• Paid time off and paid parental leave
• Employer-paid life insurance and short- and long-term disability coverage
• Legal services and financial wellness plans at no cost to employees

Bessemer Trust is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. We encourage candidates of diverse backgrounds to apply.