Facilities Coordinator

The Planet Group; New York (NY); On-site; USD 34,000 - 39,000; Full time

Job summary

The Planet Group is seeking a Facilities Coordinator for a 3+ month contract, onsite in New York, NY 10027. The role focuses on coordinating events, rooms, and resources using EMS software.

2+ years of experience and a Bachelor's degree or equivalent are required, with EMS software experience preferred. Responsibilities include scheduling, training staff, providing guidance on setup and logistics, preparing cost estimates, coordinating with AV, and handling invoicing and billing in collaboration

Qualifications

• Must have a Bachelor's degree or equivalent experience.
• 2+ years of relevant experience required.
• Experience with EMS Event Management System software preferred

Responsibilities

• Manage room and resource schedules by assisting requestors with reservations and confirming bookings through the EMS Web App.
• Schedule rooms and facilities for affiliated departments and approved external users as needed.
• Train faculty and staff on the EMS Web App and assist with login credentials.
• Provide guidance on room selection, event setup, furniture arrangements, staging, and related logistics.
• Prepare cost estimates for room reservations and facility usage through EMS.
• Coordinate with AV teams to include audiovisual costs in event estimates.
• Send reservation details and cost estimates to clients for approval and confirmation.
• Obtain billing information from requesters and coordinate with the finance team for payment processing.
• Assist with monthly invoicing for reservations and event services
• Administer the EMS system, including user accounts, contacts, and access permissions
• Update EMS resource templates and selection menus as needed
• Ensure room and service pricing within EMS remains current
• Create service requests for furniture setup, custodial support, security services, and other facility-related needs
• Provide on-site support before, during, and after events
• Assist faculty, staff, and clients during events, meetings, and conferences to ensure smooth operations
• Work with leadership and team members to identify and report facility-related issues
• Direct vendors and facilities personnel to appropriate locations within the building
• Print and distribute event and meeting schedules to security staff
• Perform other related duties as assigned

Skills

2+ years experience

Education

Bachelor's degree or equivalent experience

Job description

3+ month contract, potential for temp-to-perm

Onsite in New York, NY 10027

$25-28 hr

Must Haves

• Bachelor's degree or equivalent experience
• 2+ years of relevant experience

Preferred Qualifications

• Experience with EMS Event Management System software preferred
• Personable demeanor with the ability to navigate competing requests from staff, faculty, and various departments to achieve successful outcomes
• Excellent organizational skills and strong attention to detail

Position Summary

Reporting to the Director of Facilities & Administrative Services, the Facilities Coordinator is responsible for coordinating and scheduling facilities and resources for all events, conferences, and meetings within the building. Utilizing EMS (Event Management System) software, this role serves as the primary administrator for room reservations and resource management.

Responsibilities

• Manage room and resource schedules by assisting requestors with reservations and confirming bookings through the EMS Web App
• Schedule rooms and facilities for affiliated departments and approved external users as needed
• Train faculty and staff on the use of the EMS Web App and assist with login credentials
• Provide guidance on room selection, event setup, furniture arrangements, staging, and related logistics
• Prepare cost estimates for room reservations and facility usage through EMS
• Coordinate with AV teams to include audiovisual costs in event estimates
• Send reservation details and cost estimates to clients for approval and confirmation
• Obtain billing information from requesters and coordinate with the finance team for payment processing
• Assist with monthly invoicing for reservations and event services
• Administer the EMS system, including user accounts, contacts, and access permissions
• Update EMS resource templates and selection menus as needed
• Ensure room and service pricing within EMS remains current
• Create service requests for furniture setup, custodial support, security services, and other facility-related needs
• Provide on-site support before, during, and after events
• Assist faculty, staff, and clients during events, meetings, and conferences to ensure smooth operations
• Work with leadership and team members to identify and report facility-related issues
• Direct vendors and facilities personnel to appropriate locations within the building
• Print and distribute event and meeting schedules to security staff
• Perform other related duties as assigned