Operations Analyst

Vaco by Highspring; New York (NY); On-site; USD 63,000 - 77,000; Full time

Job summary

Vaco by Highspring seeks an Operations Analyst for a Well-Known Building Services Organization in Long Island City, NY. The position starts 5 days on-site, transitioning to a hybrid schedule after training.

Responsibilities include analyzing operational data, generating reports, maintaining FacMan and VDI, onboarding new hires, and coordinating cross-functionally to optimize workflows.

Qualifications

• High school diploma required; college degree or equivalent professional experience preferred.
• Minimum of 2 years of professional experience in an operations, administrative, or analytical role.
• Proficiency in Microsoft Office Suite with intermediate to advanced Excel; experience with database tools and Facilities Maintenance Management Systems (FacMan) is a plus.

Responsibilities

• Collect, analyze, and interpret operational data to support decisions and efficiency improvements.
• Prepare reports on KPIs including budget analysis, labor reports, and resource utilization.
• Maintain Facilities Management Systems (FacMan) and Virtual Desktop Infrastructure (VDI).
• Assist in onboarding and system access management for new team members.
• Monitor work order activity and generate leadership reports.
• Support department-wide administrative functions and coordinate with stakeholders.
• Schedule and facilitate team meetings, prepare agendas, invites, and minutes.
• Serve as a liaison between Operations, Accounting, HR, and other departments to streamline workflows.
• Handle confidential information and maintain organized records (digital and physical).
• Act as primary contact for internal/external inquiries related to operational activities.
• Foster relationships with clients, vendors, and cross-functional teams to support objectives.
• Ensure clear, professional, timely communication across management levels.

Skills

Data analysis

MS Excel

Report generation

Communication

Time management

Relationship building

Independent work

Education

High school diploma

College degree or equivalent experience

Tools

FacMan

VDI

Job description

Client: Well-Known Building Services Organization

Role: Operations Analyst

Location: Long Island City, Queens, NY

5 days/week on site to start, hybrid 3 days/week in office after training

Key Responsibilities

Client: Well-Known Building Services Organization

Role: Operations Analyst

Salary: $70,000/year (negotiable)

Location: Long Island City, Queens, NY

5 days/week on site to start, hybrid 3 days/week in office after training

Key Responsibilities

• Collect, analyze, and interpret operational data to support business decisions and efficiency improvements.
• Prepare comprehensive reports on key performance metrics, including budget analysis, labor reports, and resource utilization.
• Maintain and update internal systems, including Facilities Management Systems (FacMan) and Virtual Desktop Infrastructure (VDI).
• Assist in onboarding and system access management for new team members.
• Monitor work order activity and generate status reports for leadership review.
• Support department-wide administrative functions, manage incoming correspondence, and coordinate with appropriate stakeholders.
• Schedule and facilitate team meetings, including preparing agendas, managing invites, and documenting minutes.
• Serve as a liaison between Operations, Accounting, Human Resources, and other departments to facilitate seamless workflows.
• Assist with handling confidential information and maintaining organized digital and physical records.
• Act as a primary point of contact for internal and external inquiries related to operational activities.
• Foster positive relationships with clients, vendors, and cross-functional teams to support business objectives.
• Ensure clear, professional, and timely communication across all levels of management.

Qualifications & Competencies

• High school diploma required; college degree or equivalent professional experience preferred.
• Minimum of 2 years of professional experience in an operations, administrative, or analytical role.
• Strong proficiency in Microsoft Office Suite, with intermediate to advanced MS Excel skills preferred; experience with database management tools and Facilities Maintenance Management Systems (or facilities contract/bids) is a strong plus.
• Proven ability to collect and interpret data to drive decisions, alongside strong project management skills to coordinate multiple priorities effectively.
• Exceptional written and verbal communication skills with a polished, professional presentation.
• Detail-oriented with strong time management, multitasking capabilities, and the ability to work independently with urgency under tight deadlines.
• Strong relationship-building abilities, discretion with confidential information, and excellent prioritization skills.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).