Facilities Coordinator
Posted on 3/15/2023
iCapital Network

501-1,000 employees

New York, NY, USA
Experience Level
Desired Skills
Mergers & Acquisitions (M&A)
Finance & Banking
Administrative & Executive Assistance
  • Assist with managing office seating, room usage and overall floor plans
  • Liaise with building management and external vendors (organizing deliveries, COI's, etc.)
  • Maintain office security by following company and building procedures
  • Ensure a welcoming and organized entry experience for all guests and new hires
  • Coordinate employee onboarding and offboarding tasks with the Talent Acquisition team (building access, office access, and parking passes)
  • Assist with planning, setup, and breakdown of internal and external events
  • Provide back up for other members of the team during lunch, PTO, etc
  • Assist with ad hoc projects as requested
  • Able to work in person, Monday-Friday, 8:30 AM - 5:30 PM (times may fluctuate due to facility needs)
  • Present a professional appearance daily
  • Friendly, approachable, and professional demeanor
  • Able to maintain composure under pressure
  • Strong time management and prioritization skills
  • Able to communicate across all levels of the organization in a personable and hospitable manner
  • Exert passion and enthusiasm about your work
  • Proactive problem-solver with a penchant for implementing process improvements
  • Organized, detail-oriented, and able to see the big picture
  • Intelligent, quick learner, high level of integrity, and self-confident
  • Proficient with Microsoft Office Suite and comfortable with learning new tech systems
  • Work alongside fellow Facilities Coordinators to manage entire office, assuring the space is always clean and running smoothly
  • Respond to or escalate service requests using the Workplace request ticketing system, Freshservice
  • Oversee the daily operations of a growing facilities team:
  • Maintain office supplies, snacks, groceries, and beverages for employees
  • Manage ingoing and outgoing deliveries and mail
  • Aid in supply ordering
  • Assist with in-office catering, meetings, and events
  • Maintain printer and copy machines
  • Maintain safe and clean reception area and conference rooms