Facilities Specialist

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

The Workplace Operations Coordinator supports the day-to-day operations of the Facilities Department in New York City by ensuring efficient administrative processes, strong vendor coordination, and high-quality service delivery across the organization. This role requires exceptional organizational skills, attention to detail, and the ability to collaborate across departments to support infrastructure, life safety, security, and environmental compliance initiatives

The ideal candidate is proactive, highly organized, and capable of managing multiple priorities while maintaining accurate records and strong working relationships with colleagues, vendors, landlords, and leadership

Responsibilities

Administrative & Operational Support

• Manage and maintain the facilities ticketing/work order system, ensuring timely response and resolution of requests
• Process and track invoices; support with budget planning, forecasting, and expense monitoring
• Maintain organized and accurate documentation across multiple facilities disciplines

Preventative Maintenance & Infrastructure Support

• 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, identify issues, and maintain workplace standards
• Coordinate with landlord to secure services and support as defined in the lease agreement

Life Safety, Security & Compliance

• Maintain life safety documentation
• Coordinate required safety inspections and prepares initial reporting
• Manage security-related administrative tasks, including key control and access tracking
• Coordinate and provide administrative support for environmental reporting requirements and compliance initiatives
• Maintain insurance documentation and certificates
• Keep detailed records for equipment maintenance, inspections, and regulatory compliance
• Build and maintain strong relationships with vendors, trades, and service providers in order to ensure priority service and top personnel support our offices
• Work closely with the Facilities team and cross-functional departments to plan and execute collaborative projects
• Coordinate service visits, proposals, and follow-up actions to ensure quality and accountability

Requirements

• Strong organizational and record-keeping skills
• Experience working with ticketing/work order systems

Demonstrated working experience with:

• Building Management System (BMS)
• Security systems and key management
• Inventory control systems
• Preventative maintenance scheduling and facilities operations
• Proficiency with proactively and accurately managing invoices
• Proficiency in Microsoft Office Suite

Requirements

• Clear, professional written and verbal communication skills
• Exceptional attention to detail with a high degree of accuracy in all work
• Consistent, proactive follow-through
• Strong "white glove" customer service mindset with a focus on responsiveness and quality
• Working collaboratively and effectively with others on a regular basis
• Strong vendor and stakeholder relationship management
• Strong prioritization skills and demonstrated competency to manage multiple tasks simultaneously and effectively in a fast-paced environment
• Proactive problemsolving
• Professional and uses discretion and confidentiality
• Effectively manages time and self
• Personally accountable and takes ownership for work
• Navigates situations with professionalism, confidentiality and integrity
• Learns new systems, technologies and ways of doing things easily and adapts quickly
• Project coordination and management
• 5+ years of facilities administration or related experience preferred
• Experience working in a corporate or professional services environment is a plus

The Facilities Administrator plays a critical role in ensuring operational excellence, regulatory compliance, and a safe, efficient workplace environment in New York City. This position requires a motivated, collaborative individual committed to supporting the Facilities team and broader firm objectives.

Compensation

• $70,000.00 to $85,000.00 plus overtime and bonus