Site Coordinator

1199-Seiu; New York (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

1199-SEIU is seeking a Facilities Coordinator to act as the on-site liaison for SSD, landlords, and vendors, coordinating maintenance, space changes, and moves. You will manage room scheduling, supply inventory, and general logistics to maintain safe and efficient office operations.

The role requires 2+ years in office operations or facilities coordination, strong MS Office skills, and excellent communication. Flex hours and travel between NY offices may be required.

Qualifications

• High school diploma or equivalent required; associate's degree preferred.
• Minimum of two years' experience in office operations or facilities coordination.
• Proficient in Word, Excel, Outlook; strong Excel skills.
• Excellent communication and multitasking abilities.

Responsibilities

• Serve as the primary on-site liaison with SSD, landlords, vendors, and building management for facilities requests.
• Coordinate maintenance requests, workspace changes, and office moves with timely follow-through.
• Schedule conference rooms, classrooms, and shared spaces for meetings and events.
• Monitor supply inventory and coordinate replenishments for equipment and systems access.
• Handle mail, packages, deliveries, and general office logistics.
• Maintain safe, organized office spaces and support health and safety protocols.
• Manage front desk operations across multiple locations, greet visitors and direct inquiries.
• Enter and maintain operational data in TEF systems with data integrity.
• Anticipate operational needs, escalate concerns, and track requests to completion.
• Assist with travel between TEF locations and flexible work hours, including weekends as needed.

Education

High school diploma or equivalent

Associate's degree in Business Administration or Facilities Management

Tools

Microsoft Office Suite (Word, Excel, Outlook)

Job description

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 – 5pm and 10am – 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.