Facilities & Operations Coordinator

New World Symphony; Miami Beach (FL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical benefits

401(k)

Flexible work arrangements

Job summary

The Facilities Coordinator at New World Symphony supports the facility management team to keep the New World Center and AP operated efficiently. You will handle administrative tasks, track tickets, coordinate maintenance, liaise with contractors, and help manage house-related operations for Fellows moving in and out.

This role requires strong organization, attention to detail, and excellent communication. English fluency is required; Spanish is a plus.

Qualifications

• High school diploma or GED required; college degree preferred; one to three years of administrative and customer service experience required; experience in facilities administration preferred; an equivalent combination of education and experience may be considered

Responsibilities

• Provide administrative support to the NWS Facilities management team
• Track facilities helpdesk tickets and maintenance requests, help ensure new service requests are acknowledged in a timely manner, follow up on open items, communicate status updates, and close tickets upon completion
• Respond to facilities and fellow housing-related inquiries and concerns, assess issues, coordinate next steps, and elevate concerns as appropriate
• Maintain facilities vendor lists, task schedules, maintenance records and related departmental files
• Coordinate with outside contractors and vendors for services, repairs, estimates, scheduling, and follow-up
• Schedule and document maintenance and repairs of building equipment and facility assets
• Assist in monitoring and assessing outside contractor and vendor performance, including responsiveness, quality of work, and completion of assigned services
• Review, reconcile, and process invoices in a timely manner and assist with departmental budget tracking
• Coordinate requests for proposals, competitive bid awards, contract routing, and related administrative processes
• Coordinate meetings and prepare agendas, presentations, corresponding materials, meeting minutes, and follow-up items
• Coordinate administrative and logistical support for Fellow move-ins and move-outs at NWS-owned housing complex, including scheduling, communication, access coordination, documentation, and follow-up
• Maintain accurate unit inventory, asset, equipment, inspection, service, and maintenance records, including HVAC service information, filter sizes, dehumidifiers, appliances, unit condition documentation, access records, and related database updates
• Support housing turnover coordination by tracking cleaning, repairs, pre-move-out requirements, inspection checklists, final readiness reviews, and other steps needed to prepare units for incoming Fellows
• Coordinate with Fellows, Facilities team members, vendors, and contractors regarding apartment maintenance needs, unit readiness, repairs, inspections, and turnover-related work
• Assist with coordinating and tracking required safety, regulatory, and building inspections, including follow-up on open items, violations, or corrective actions
• Prepare and distribute housing-related communications to Fellows, including access notices, office closure notices, maintenance updates, and other important facilities-related information
• Perform other job-related administrative tasks as assigned

Skills

Customer service

Organization

Prioritization

MS Office

Written & verbal communication

English Fluency

Spanish desired

Education

High school diploma or GED

Tools

Microsoft Office

Job description

The Facilities Coordinator at New World Symphony supports the facility management team to keep the New World Center and AP operated efficiently. You will handle administrative tasks, track tickets, coordinate maintenance, liaise with contractors, and help manage house-related operations for Fellows moving in and out.

This role requires strong organization, attention to detail, and excellent communication. English fluency is required; Spanish is a plus.