Senior Facilities + Projects Administrator

Chelsea Piers; New York (NY); On-site; USD 110,000 - 150,000; Full time

Job summary

Chelsea Piers is seeking an experienced senior facilities professional to serve as the operational backbone of our 28-acre sports and entertainment campus in New York. You will manage vendors, contracts, systems, and paperwork while owning the Emergency Action Plan, coordinating with engineering, and supporting capital projects.

You will interact with the VP of Operations and SVP/General Manager, oversee maintenance programs, and ensure compliance across life-safety and regulatory requirements.

Qualifications

• 5+ years in facilities, property, or building operations.
• Experience with building systems and life-safety.
• Experience budgeting and supporting capital projects.

Responsibilities

• Source parts and manage bids with vendors and contractors.
• Negotiate pricing, terms, and lead times.
• Oversee MaintainX work orders and service coordination.
• Track project budgets and report status to leadership.
• Own Emergency Action Plan and conduct drills.
• Process invoices and issue purchase orders.
• Maintain vendor COIs and insurance records.
• Back up Parking Manager during leave.

Skills

Facilities management

Vendor management

Budget tracking

Contract negotiation

Emergency action plan

CMMS (MaintainX)

Excel & Word

Specs interpretation

Cross-functional collaboration

Tools

MaintainX

Excel

Word

Job description

About Chelsea Piers

At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences. We also offer excellent benefits, including medical, dental, and vision insurance; 401(k) matching; paid time off; transportation benefits; tuition assistance; a complimentary membership to Chelsea Piers Fitness; and other exciting venue benefits at Chelsea Piers.

About Chelsea Piers

At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences. We also offer excellent benefits, including medical, dental, and vision insurance; 401(k) matching; paid time off; transportation benefits; tuition assistance; a complimentary membership to Chelsea Piers Fitness; and other exciting venue benefits at Chelsea Piers.

About The Opportunity

Chelsea Piers is looking for an experienced facilities professional to be the operational backbone of our complex. You’ll work directly with our VP of Operations and SVP/General Manager, managing the vendors, contracts, systems, and paperwork that keep a 28-acre sports and entertainment campus running. You’ll also own our Emergency Action Plan. This role is for someone who knows buildings: you can look at an equipment nameplate, talk shop with an engineer or mechanical contractor, and know whether a proposal makes sense.

As the Senior Facilities + Projects Administrator, you will be expected to:

Facilities + Vendor Management

• Source equipment, parts, and materials, including building-system components such as HVAC, electrical, and plumbing, working with the engineering team to identify the correct specs.
• Solicit and level contractor and vendor bids, reviewing proposals line by line for scope, pricing, and completeness, and make recommendations to leadership.
• Negotiate pricing, terms, and lead times with suppliers and contractors.
• Serve as the primary point of contact for building-system vendors and service contractors; coordinate service calls, site access, and follow-up.
• Partner with the engineering team on equipment issues, repairs, and preventive maintenance priorities.
• Oversee the MaintainX work order system, making sure requests are organized, prioritized, and completed on time.
• Build and maintain relationships with vendors, contractors, and equipment suppliers to ensure prompt, cost-effective service.

Projects + Budgets

• Support capital projects and equipment replacements, coordinating procurement, submittals, and change orders with contractors and the engineering team.
• Track spending against project and operating budgets and report status to leadership.

Life Safety + Compliance

• Own the complex’s Emergency Action Plan: write and maintain the plan, develop training procedures, and conduct staff trainings and drills.
• Work with the Fire Safety Director on life-safety responsibilities and emergency preparedness across the complex.
• Track inspections, permits, and regulatory deadlines, making sure the complex stays compliant.
• Maintain Certificates of Insurance for all vendors, contractors, and tenants.

Administration + Reporting

• Process invoices and issue Purchase Orders.
• Administer the monthly tenant sundry report and deliver it to the Controller for invoicing.
• Manage departmental correspondence with venue, tenant, vendor, and client contacts, as well as filing, document distribution, and contact lists.
• Create and track project and operational task lists, following up to ensure completion.
• Keep stakeholders informed on current and upcoming projects on behalf of the VP and SVP.
• Maintain industry affiliations and memberships.
• Back up the Parking Manager during vacations or extended leave, including audits and tag device issuance.
• Handle special projects and research as needed.

Qualifications

• 5+ years of experience in facilities management, property management, building operations, or purchasing/procurement for a construction, mechanical, or electrical contractor.
• Working knowledge of building systems (HVAC, electrical, plumbing, fire/life safety), enough to source parts, read spec sheets, and evaluate contractor proposals.
• Experience leveling bids and negotiating with suppliers and contractors.
• Experience tracking budgets and supporting construction or capital projects, including submittals and change orders.
• Experience with emergency action or fire safety plans, including staff training, is a plus. You’ll be expected to take ownership of our EAP.
• FDNY Fire and Life Safety Director (F-89) certification, prior FSD/EAP experience, or interest in pursuing F-89 certification is a plus.
• Experience with a CMMS (MaintainX or similar), plus strong proficiency in Excel and Word.
• Experience managing vendor COIs, bids, POs, and invoicing.
• Excellent organization and follow-through across multiple leaders and priorities.
• Clear, professional communication with engineers, contractors, tenants, and executives.

This description constitutes a general list of job duties, however duties may be added, lifted, or changed at any time