Facilities Operations Coordinator: Life Safety & Vendors

Considine Search; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

Considine Search is seeking a Workplace Operations Coordinator in New York City to support Facilities with administrative processes, vendor coordination, and service delivery. The role requires strong organization, attention to detail, and collaboration across departments to uphold infrastructure, life safety, security, and environmental compliance.

The ideal candidate is proactive, highly organized, and able to manage multiple priorities while maintaining accurate records and building

Qualifications

• Strong organizational and record-keeping skills.
• Experience working with ticketing/work order systems.
• 5+ years of facilities administration or related experience preferred.
• Experience in a corporate or professional services environment is a plus.

Responsibilities

• Manage and maintain the facilities ticketing/work order system with timely response and resolution.
• Process and track invoices; assist with budget planning, forecasting, and expense monitoring.
• Maintain organized and accurate documentation across multiple facilities disciplines.
• Implement a tracking system to schedule preventative maintenance for infrastructure systems, kitchen equipment, and life safety devices.
• Track maintenance records and ensure compliance with internal standards and regulatory requirements.
• Walk the space regularly to ensure quality control and workplace standards.
• Coordinate with landlord to secure services and support as defined in the lease.
• Maintain life safety documentation and coordinate safety inspections and reporting.
• Manage security-related administrative tasks including key control and access tracking.
• Coordinate and provide administrative support for environmental reporting and compliance initiatives.
• Maintain insurance documentation and certificates; keep detailed records for equipment maintenance and inspections.
• Build and maintain relationships with vendors, trades, and service providers for priority service.
• Collaborate with Facilities and cross-functional teams on projects.

Skills

Organizational skills

Record-keeping

Communication

Vendor management

Prioritization

Tools

Ticketing/work order systems

Building Management System (BMS)

Security systems & key management

Inventory control systems

Microsoft Office Suite

Job description

Considine Search is seeking a Workplace Operations Coordinator in New York City to support Facilities with administrative processes, vendor coordination, and service delivery. The role requires strong organization, attention to detail, and collaboration across departments to uphold infrastructure, life safety, security, and environmental compliance.

The ideal candidate is proactive, highly organized, and able to manage multiple priorities while maintaining accurate records and building