Facilities Administrator

New York, NY

Summary

The Facilities Administrator supports the day-to-day operations of the Facilities Department in New York City by ensuring efficient administrative processes, strong vendor coordination, and high-quality service delivery across the organization. This role requires exceptional organizational skills, attention to detail, and the ability to collaborate across departments to support infrastructure, life safety, security, and environmental compliance initiatives

The ideal candidate is proactive, highly organized, and capable of managing multiple priorities while maintaining accurate records and strong working relationships with colleagues, vendors, landlords, and leadership.

Responsibilities

Administrative & Operational Support

• Manage and maintain the facilities ticketing/work order system, ensuring timely response and resolution of requests.
• Process and track invoices; support with budget planning, forecasting, and expense monitoring.
• Maintain organized and accurate documentation across multiple facilities disciplines.

Preventative Maintenance & Infrastructure Support

• Implement a tracking system to schedule preventative maintenance for infrastructure systems, kitchen equipment, and life safety devices.
• Track maintenance records and ensure compliance with internal standards and regulatory requirements.
• Walk the space regularly to ensure quality control, identify issues, and maintain workplace standards.
• Coordinate with landlord to secure services and support as defined in the lease agreement.

Life Safety, Security & Compliance

• Maintain life safety documentation.
• Coordinate required safety inspections and prepares initial reporting.
• Manage security-related administrative tasks, including key control and access tracking.
• Coordinate and provide administrative support for environmental reporting requirements and compliance initiatives.
• Maintain insurance documentation and certificates.
• Keep detailed records for equipment maintenance, inspections, and regulatory compliance.

Vendor & Cross-Department Collaboration

• Build and maintain strong relationships with vendors, trades, and service providers in order to ensure priority service and top personnel support our offices.
• Work closely with the Facilities team and cross-functional departments to plan and execute collaborative projects.
• Coordinate service visits, proposals, and follow-up actions to ensure quality and accountability.

Requirements

• Strong organizational and record-keeping skills.
• Experience working with ticketing/work order systems.
• Demonstrated working experience with:
• Building Management Systems (BMS)
• Security systems and key management
• Lighting control systems
• Inventory control systems
• Preventative maintenance scheduling and facilities operations.
• Proficiency with proactively and accurately managing invoices.
• Proficiency in Microsoft Office Suite.

Requirements

• Clear, professional written and verbal communication skills.
• Exceptional attention to detail with a high degree of accuracy in all work.
• Consistent, proactive follow-through.
• Strong “white glove” customer service mindset with a focus on responsiveness and quality.
• Working collaboratively and effectively with others on a regular basis.
• Strong vendor and stakeholder relationship management.
• Strong prioritization skills and demonstrated competency to manage multiple tasks simultaneously and effectively in a fast-paced environment.
• Proactive problem solving.
• Professional and uses discretion and confidentiality.
• Effectively manages time and self.
• Personally accountable and takes ownership for work.
• Navigates situations with professionalism, confidentiality and integrity.
• Learns new systems, technologies and ways of doing things easily and adapts quickly.
• Project coordination and management.
• 5+ years of facilities administration or related experience preferred.
• Experience working in a corporate or professional services environment is a plus.

The Facilities Administrator plays a critical role in ensuring operational excellence, regulatory compliance, and a safe, efficient workplace environment in New York City. This position requires a motivated, collaborative individual committed to supporting the Facilities team and broader firm objectives.

Compensation

• $70,000.00 to $85,000.00 plus overtime and bonus.

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