Facilities Team Member

Ares Management; New York (NY); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

401(k) match

Medical coverage

Commuter benefits

EAP

Job summary

Ares Management is seeking a Facilities Coordinator to support the New York office and regional operations. Reporting to the Eastern Regional Facilities manager, the role focuses on space planning, vendor relations, and day-to-day office operations.

Responsibilities include handling facilities requests, coordinating with building management, managing inventory, and assisting with large meeting setups. Proficiency in Coupa and MS Office is expected; lifting up to 50 lbs is required.

Qualifications

• Experience in corporate services or facilities management.
• Knowledge of office maintenance and vendor engagement.

Responsibilities

• Respond to facilities requests with a strong customer service focus.
• Perform daily facilities walks to identify repair and supply needs.
• Liaise with building management to report issues with operation and comfort.
• Manage vendor relationships and process invoices and quotes.
• Coordinate printing/binding and daily office supply needs.
• Maintain inventory and ordering for office spaces and common areas.

Skills

Vendor management

Customer service

Communication

MS Office

Space planning

Print/bind

Office equipment management

Education

College degree

Tools

OfficeSpaces

Coupa

Ticketing systems

Job description

Over the last 20 years, Ares’ success has been driven by our people and our culture. Today, our team is guided by our core values – Collaborative, Responsible, Entrepreneurial, Self-Aware, Trustworthy – and our purpose to be a catalyst for shared prosperity and a better future. Through our recruitment, career development and employee-focused programming, we are committed to fostering a welcoming and inclusive work environment where high-performance talent of diverse backgrounds, experiences, and perspectives can build careers within this exciting and growing industry.

Job Description

This individual will report into the Eastern Regional Facilities manager and will provide support primarily to the New York office and will also provide ad hoc support across the region. Corporate Services provides operational support including space planning/seating, print/bind, mail services, visitor seating management, general maintenance and repair of offices as well as maintaining the physical space and provisioning copy rooms, pantries and general areas across the office.

Primary Functions And Essential Responsibilities

• Monitor Facilities Inbox and respond to requests promptly & courteously with a strong customer service focus, properly closing out each request per required protocols.
• Complete daily facilities walks to proactively identify any office repair, maintenance and supply needs.
• Liaise with building management staff to report and resolve any issues relating to the physical operation of the office – temperature adjustments, restroom issues, light changes, etc.
• Assist with managing vendor relationships with office service providers (janitorial services, copier maintenance, food bev machine maintenance, towel services, shredding services, office & kitchen supplies, etc.) including processing invoices, scheduling services and requesting quotes on a regular basis.
• Assist with daily Print and Presentation binding requests.
• Keep common office areas stocked and clean. This includes copy centers, printer stations, conference rooms and other common areas. (Frequent lifting of boxes up to 50 lbs. is necessary)
• Lead set up efforts for newly constructed offices including procuring supplies (within the Coupa system), organizing inventory and being fully accountable for multistep processes.
• Provide assistance for large meeting set-ups which may include light moving of furniture and supplies, assist with catering set-up and removal.
• Maintain consistent inventory of office supplies. Order, properly code, receive, stock and validate orders for office supplies. Replenish items on a daily basis and maintain complete records for billing purposes.
• Receive and distribute all incoming packages and mail. Process outgoing mail as necessary.
• Ensure all office equipment is in proper working order (including replenishment of paper, toner, staples, etc.). Contact repair technicians when necessary.
• Manage Visitor office/desk reservations within the Ares mapping tool. Work with Admin staff weekly to determine available offices for visitors to use while employees are out of office.
• Coordinate new hire desk setups and badge creation along with activation/deactivation within the security system.
• Maintain seating tracker and map across all floors for new hires.
• Proper handling of sensitive and/or confidential documents and information.
• Hours are 7am – 4pm
• Assist with overtime projects is expected (onsite with vendors afterhours).

Qualifications

Education: College degree preferred but not required

Experience Required

• 5+ years’ experience in a corporate services environment/role.
• Knowledge of commercial buildings, general office maintenance.
• Vendor management/engagement experience including external and building vendors.
• Presentation printing and binding experience.
• Inventory management and general knowledge of office supply/mail room operations.
• Experience liaising with clients, vendors, consultants and local authorities.
• Emergency Action Plan experience (CPR/AED and first aid as well as emergency procedures).
• Well versed in handling high volume of requests with proper communication and closeout procedures.
• Experience with ticketing systems to handle inquiries preferred.
• Experience with space planning and seat mapping tools preferred (OfficeSpaces).

General Requirements

• Must be able to act independently.
• Comfortable and professional in interactions with all levels of personnel.
• Exceptional attention to detail and organizational skills.
• Experience in Coupa preferred.
• Strong verbal and written communication skills.
• Demonstrates enthusiasm and flexibility; ability to think ahead and prioritize across tasks.
• Proficiency in MS Office especially Outlook, Excel and PowerPoint required.

Reporting Relationships

Facilities Manager, U.S. Eastern Region

Compensation

The anticipated base salary range for this position is listed below. Total compensation may also include a discretionary performance-based bonus. Note, the range takes into account a broad spectrum of qualifications, including, but not limited to, years of relevant work experience, education, and other relevant qualifications specific to the role.

$75,000 - $85,000

The firm also offers robust Benefits offerings. Ares U.S. Core Benefits include Comprehensive Medical/Rx, Dental and Vision plans; 401(k) program with company match; Flexible Savings Accounts (FSA); Healthcare Savings Accounts (HSA) with company contribution; Basic and Voluntary Life Insurance; Long-Term Disability (LTD) and Short-Term Disability (STD) insurance; Employee Assistance Program (EAP), and Commuter Benefits plan for parking and transit.

Ares offers a number of additional benefits including access to a world-class medical advisory team, a mental health app that includes coaching, therapy and psychiatry, a mindfulness and wellbeing app, financial wellness benefit that includes access to a financial advisor, new parent leave, reproductive and adoption assistance, emergency backup care, matching gift program, education sponsorship program, and much more.

There is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.