Site Coordinator

1199SEIU Benefit and Pension Funds; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

1199SEIU Training and Employment Funds is seeking a detail‑oriented Facilities Coordinator to support day‑to‑day office operations in a busy NYC office. You will act as the on‑site liaison with SSD, landlords, vendors, and building management, coordinating requests and maintaining safe, organized spaces.

The role covers maintenance coordination, room scheduling, inventory control, mail logistics, front desk duties, data entry in TEF systems, and travel between TEF locations as needed.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of two years of experience in office operations or facilities coordination.
• Proficiency in Microsoft Office Suite, especially Excel.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication with customer service focus.

Responsibilities

• Serve as the primary on-site liaison with SSD, landlords, vendors, and building management for facilities requests.
• Coordinate routine and emergency maintenance, workspace changes, and office moves with timely follow-through.
• Schedule conference room, classroom, and shared space use for meetings and events.
• Monitor supply inventory and coordinate replenishment, equipment, software, and access.
• Coordinate incoming/outgoing mail, deliveries, and general office logistics.
• Support opening/closing procedures and safety protocols, ensuring a safe workspace.
• Manage front desk operations, greet visitors, answer phones, and direct inquiries.
• Enter and maintain data in TEF systems, ensuring data integrity across the Operations Division.
• Travel between TEF locations as needed and adjust schedules for operational needs.
• Perform additional duties and projects as assigned by management.
• Two shifts available: 9am–5pm and 10am–6pm.

Skills

Microsoft Excel

Microsoft Office Suite

Organizational skills

Time management

Multitasking

Customer service

Communication skills

Education

Associate's degree in Business Administration or related field

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Requisition #: 7516-7517TEF

Number of openings: 1

Employment Type: Full time

Position Status: Permanent

Category: Non-Bargaining

Workplace Arrangement: In-Office

Fund: 1199SEIU Training and Employment Funds

Job Classification: Non-Exempt

Responsibilities

• Serve as the primary on-site liaison with the Strategic Support Division (SSD), landlords, vendors, and building management to coordinate facilities requests and support day-to-day office operations.
• Partner with the Office Manager and SSD Facilities to coordinate routine and emergency maintenance requests, workspace changes, and office moves, and work to ensure timely follow-through.
• Coordinate conference room, classroom, and shared space scheduling, including room setups and logistics for meetings, training programs, and special events .
• Monitor office, pantry, and Information Technology supply inventory; coordinate replenishment requests, equipment, software, and system access in accordance with departmental procedures.
• Coordinate incoming and outgoing mail, packages, deliveries, and general office logistics .
• Ensure office spaces remain safe, organized, and operational by supporting site opening/closing procedures, monitoring workplace conditions, and following established health and safety protocols.
• Manage front desk operations outside of the primary Manhattan office by welcoming visitors, responding to inquiries, answering phones, and directing members, staff, and guests to the appropriate resources.
• Accurately enter, update, and maintain operational data within TEF systems while supporting data integrity across the Operations Division.
• Demonstrate initiative by anticipating operational needs, identifying issues, escalating concerns appropriately, and ensuring requests are tracked through completion.
• Safely lift, move, and transport supplies, furniture, equipment, and packages weighing up to 50 pounds.
• Maintain flexibility to travel between TEF locations and adjust work schedules, including early mornings, evenings, and weekends, based on operational needs. Be able to work early mornings, evenings, Saturdays and Sundays as needed. Must be able to travel Bronx, Brooklyn, Staten Island, White Plains, and Hicksville Offices
• Perform additional duties and projects as assigned by management
• Two different shift available: 9am – 5pmand10am – 6pm

Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration , Facilities Management, or a related field preferred.
• Minimum of two (2) years of experience in office operations, administrative support, facilities coordination, or a related role.
• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook), with strong Excel skills.
• Strong organizational, time management, and multitasking skills with the ability to coordinate multiple priorities in a fast-paced environment.
• Demonstrated initiative, sound judgment, accountability, and attention to detail, with the ability to work independently and follow through on assignments.
• Excellent written, verbal, and interpersonal communication skills with strong customer service orientation.

Ability to build collaborative working relationships with internal departments, vendors, and external stakeholders.