Workplace and Facilities Coordinator

Arup; New York (NY); On-site; USD 93,000 - 100,000; Full time

Benefits offered by this job

Profit sharing

401(k) with 10% match

Health & welfare benefits

Paid time off

Job summary

Arup is seeking a Workplace and Facilities Coordinator for its New York City office, overseeing approximately 100,000 RSF and supporting Eastern region offices. The role involves managing the NY Facilities team, maintaining relationships with landlords and engineers, and ensuring operations align with regional best practices.

You will handle soft services, budgets, floorplans, security, and sustainability initiatives while coordinating with regional teams to deliver end-to-end workplace projects

Qualifications

• Minimum of 4 years of proven experience in Facilities Management or Coordination.
• Proven supervisory experience.
• Highly organized and self motivated.
• Strong background in financial management and expense tracking.
• Experience in SAP Concur is a plus.
• Proficient in Microsoft Office.

Responsibilities

• Assist in managing workload, coverage, and quality for the NY Facilities team while aligning with regional best practices.
• Main point of contact for Facilities Management for the NY office; build relationships with landlords and engineers.
• Establish strong working relationships with key stakeholders within Arup.
• Oversee soft services, SLAs and KPIs for vendors.
• Support the work-order system and respond to complaints promptly and with hospitality.
• Oversee maintenance and repair services; manage vendor contracts and SLAs.
• Support budgets by estimating, controlling, and tracking expenses; identify optimization opportunities.
• Update floorplans and occupancy records; maintain FM intranet page; manage security systems.
• Contribute to sustainability initiatives and direct the NY Facilities team.
• Lead the Facilities team in the NY office.

Skills

Facilities management experience

Supervisory experience

Highly organized

Financial management

SAP Concur (plus)

Microsoft Office

Education

Associate degree or higher

Tools

SAP Concur

Job description

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.

You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

The Opportunity

We are currently seeking a Workplace and Facilities Coordinator for our New York City office, tasked with overseeing approximately 100,000 RSF of downtown core office space and providing support to a team of 500 staff. This role will also involve supporting our offices in the eastern region, spanning Newark, Boston, Chicago, and Washington DC. We are seeking a candidate eager for growth, with opportunities to develop their skills towards a long‑term managerial position.

New York Office

• Assist in managing workload, coverage, and quality of work for the New York Facilities team while ensuring the day-to-day operations are in alignment with the framework, processes and best practices developed by the regional Facilities team.
• Main point of contact for all Facilities Management related matters for the NY office, and responsible for building, maintaining, and developing positive relationships with landlord, property managers, building engineers, building security and other building staff.
• Establish and maintain strong working relationship with key stakeholders within the Arup organization.

Oversee soft services and manage relationship, service level agreements (SLA) and key performance indicator (DPI) for vendors.

• Support the work-order system, ensuring work requests are appropriate and carried out according to departmental procedures with a strong focus on hospitality to boost employee engagement. Respond to complaints in a detailed and expedient manner.
• Oversee the delivery of maintenance and repair services.Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns.
• Support the departmental Operating and Capital budgets by assisting in estimating, controlling, and tracking expenses whilemeeting annual assigned targets and identify areas for optimization.
• Oversee the delivery of maintenance and repair services.Assist with maintaining contracts/agreements with vendors, ensuring service level agreements are met and addressing any concerns.
• Update floorplans and occupancy records.
• Maintain the FM intranet page.
• Assist in handling office security systems and providing building and office access cards.
• Contribute to identifying and implementing sustainability initiatives.
• Responsible for directing the work of the Facilities team members in the New York office.

East Geography

• Support the delivery of Facilities Management services located in Arup’s offices in the East Geography outside New York City (Newark, Boston, Washington D.C., and Chicago).
• Lead and support procurement and OPEX management.
• Mainain the FM intranet page for all locations.
• Responsible for providing adequate spaces that are conducive to productivity and aligned with local, provincial, and other statutory regulations.
• In conjunction with the regional Facilities team, develop and implement processes, standards, best practices, initiatives, etc.

Responsible for directing the work of the Facilities team members in the East Geography.

Regional Responsibilities

• Support the delivery of Facilities Management services located in Arup’s offices in the East Geography outside New York City (Boston, Chicago, D.C. & Newark).
• Lead and support procurement and OPEX management.
• Maintain the FM intranet page for all locations.
• Responsible for providing adequate spaces that are conducive to productivity and aligned with local, provincial, and other statutory regulations.
• In conjunction with the regional Facilities team, develop and implement processes, standards, best practices, initiatives, etc.
• Responsible for directing the work of the Facilities team members in the East Geography.
• Undertake other regional Facilities Management responsibilities on an as needed basis.
• Lead and support workplace projects end-to-end, including office buildouts, renovations - managing timeline, moves, budget and stakeholder communication within the Americas region.
• Lead the management of moves and relocation projects from planning through completion.
• Coordinate and manage project vendors.
• Track Capital Expenditure for capital projects across the region and assure purchase orders and payments are done and tracked. Travel on an as needed basis.

Travel on a per-need basis.

Skills

• Minimum of 4 years of proven experience in Facilities Management or Coordination experience in a professional services environment.
• Proven supervisory experience.
• Highly organized and self motivated.
• The ability to juggle and prioritize effectively, balance assigned work and exceptional organization skills required for our constantly evolving environment.
• Strong background in financial management and expense tracking.
• Experience in SAP Concur is a plus but not required.
• Proficient in Microsoft Office.

Associates Degree or higher in a related field preferred.

• Customer service oriented.

What we offer you

• At Arup, we care about each member’s success, so we can grow together.

• Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success.
• As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

• We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy.
• Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities.
• Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

• Benefits that Work- At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low.
• These benefits provide health and welfare security for you as well as paid time off for rest and renewal.
• As a member of Arup, everyone shares in our success through a global profit share scheme (payments are dependent on the firm’s financial performance).
• Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm.
• As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future.

Hiring Range – The good faith base salary hiring range for this job if performed in New York is $93,000 to $100,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of New York will differ.

Life at Arup – Different People, Shared Values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup .

Our internal employee networks support our inclusive culture – from race, ethnicity and cross-cultural working to gender, LGBTQ+ and disability – we aim to create a space for you to express yourself and make a positive difference-Discover more about life at Arup at www.arup.com/careers/your-life-at-arup .

Our application process

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly.

Arup is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of protected veteran, or disability.