Facilities Coordinator

3 weeks ago

New York, United States Chelsea Piers Full time

About Chelsea Piers:

At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences. We also offer excellent benefits, including medical, dental, and vision insurance; 401(k) matching; paid time off; transportation benefits; tuition assistance; a complimentary membership to Chelsea Piers Fitness; and other exciting venue benefits at Chelsea Piers.


About the Opportunity:

Chelsea Piers seeks a Facilities Coordinator to provide high-level administrative support to the VP and SVP including overseeing departmental correspondence and organizational systems. Own the implementation and maintenance of operations-related communications, vendor relationships, and complex-wide safety initiatives.


Primary Responsibilities:

  • Manage information flow, which includes physical and virtual filing and organizing all documents for review and distributing documents to Operations Managers as requested
  • Maintain email and written correspondence for venue, tenant, vendor, and client contacts
  • Create and manage project and operational tasks lists, sending reminders as needed to ensure completion
  • Oversee MaintainX system, ensuring requests are organized, prioritized, and completed in a timely fashion
  • Maintain and implement Emergency Response Plans, trainings, and procedures, ensuring the safety of all customers, visitors, and staff
  • Update and manage venue, tenant, and vendor contact lists
  • Maintain industry affiliations and memberships
  • Administer monthly tenant sundry report and provide to Controller for monthly invoicing
  • Maintain Certificates of Insurance for all vendors, contractors, and tenants
  • Assist with collecting and assessing bids as requested
  • Process invoices and issue Purchase Orders for ordering materials
  • Assist the VP and SVP with communications on current and upcoming projects, keeping all necessary parties informed and updated
  • Develop and maintain relationships with vendors, contractors, and equipment suppliers to ensure prompt and cost-effective service of equipment
  • Handle additional special projects, research, and administrative tasks as needed


Qualifications:

  • A minimum of two years of professional experience
  • Excellent organizational skills and attention to detail
  • Strong written and verbal communication skills
  • Highly resourceful with a strong worth ethic
  • Proficient in Microsoft Word and Excel
  • Basic understanding of and interest in construction and facilities management

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