Office Workplace Coordinator
Office Workplace Coordinator
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
$ 65000 - 75000
1 Vacancy
Job Description
DEPARTMENT: Facilities Design & Capital Improvements
REPORTS TO: Senior Manager FD&C Operations & Administration
CLASSIFICATION: Exempt
SALARY: $65000 - $75000 per year
DATE: May 2025
Reporting to the Senior Manager of Facilities Design & Capital Improvements Operations & Administration (Senior Manager) the Office Workplace Coordinator serves as the lead strategist for in-office experience and operations planning and executing a broad range of tasks in support of the 9/11 Memorial & Museums administrative offices at 200 Liberty Street as well as back-of-house employee environments in the Museum. This role is charged with delivering a positive physical workplace experience as a service leader exercising independent judgment to drive initiatives related to space planning employee wellness vendor management and sustainability. This role is responsible for developing and implementing workplace policies overseeing vendor relationships managing related budgets and supervising contractors as applicable. The Office Workplace Coordinator is a key member of the organizations Facilities Design & Capital Improvements department and also participates in managing and supporting other critical projects as part of that team as assigned.
ESSENTIAL FUNCTIONS
- Supervises and ensures a safe clean and comfortable work environment for all staff.
- Supports and advises the Senior Manager of recommendations related to strategic planning office vendors and negotiations compliance oversight and services.
- Serves as organizational liaison and representative with Brookfield Properties (administrative office landlord) as well as Brookfields facilities management company.
- Collaborates with and advises the Human Resources department on strategic workplace policy development and implementation related to the physical work environment to foster workplace wellness refine hybrid work protocols and ensure sustainability practices.
- Directs workplace setup as part of the onboarding process for employees including collaboration with Human Resources Information Technology and Security as required.
- Creates and implements policies that ensure that office operations maximize sustainability.
- Ensures Office Emergency Plan & Protocols remain up to date in collaboration with Security Fire & Life Safety and Human Resources colleagues and collaborates on appropriate training and implementation.
- Directs and manages office-related maintenance including but not limited to space planning storage office supplies furniture fixtures and equipment.
- Proposes office improvements/renovations including making budget recommendations.
- Plans budgets and coordinates all office/seating moves.
- Manages internal modification and drafting of floorplans (using AutoCAD) and sketches.
- Submits office maintenance work orders and drives workplace requests to completion.
- Drafts and manages FF&E orders and coordinates furniture deliveries and installation.
- Maintains inventory and replenishes all office facilities and kitchen supplies as needed for administrative offices and Museum back-of-house workspaces/breakrooms.
- Manages food and beverage vendor contracts overseeing appropriate deliveries and quality control.
- Manages food and beverage delivery approvals through the World Trade Center Vehicular Screening Center and office building loading dock and freight elevators.
- Manages vendor relationship and services for HVAC monitoring.
- Engages and manages document shredding archiving and storage vendors.
- Oversees vendor compliance including reviewing and maintaining up-to-date records of certificates of insurance contracts and other documentation.
- Monitor office equipment associated with the office kitchen/pantry and Museum staff breakroom Postage machine and the office shredding machine. Ensure appropriate scheduled and necessary maintenance.
- Coordinates all freight elevator requests and after-hour deliveries.
- Project manages all approved office improvements including equipment upgrades renovations or projects that would require NYCDOB submission and approval.
- Maintains records of Architect of Record (AOR) Engineer of Record (EOR) and all Contractor certificates of insurance and contractual documentation for physical improvements that would require NYCDOB submission and approval.
- Plans and implements twice annual office-wide workplace cleaning and organizing projects including document shredding and disposal and material disposal.
General Department Administration
- Leads plans and executes strategic projects independently as assigned including implementing operational changes as needed to help maximize efficient workplace operations within the organization.
- Provides logistical support to the FD&CI department during weather-related events.
- Provides additional support as needed to team leaders on various ad hoc requests.
REQUIRED SUPPORT FOR ORGANIZATIONAL EVENTS
- Participates in the Annual 5K Fundraiser and September 11th Commemoration as assigned by SVP of FD&C.
QUALIFICATIONS/SKILLS REQUIREMENT
- Minimum of 5 years office administration experience
- Is an energetic individual with a proactive customer-service attitude
- Has experience in a similar role with a passion for process improvement and running the activities of a hybrid work environment. Demonstrate an ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization.
- Highly motivated organized and with a high attention to detail
- Ability to multi-task
- Proficiency with MS Office required
- Strong written and oral communication skills are essential
- Working knowledge of AutoCAD software strongly preferred or willingness to train
- Some work may require being on-site during off-hours/weekends
The National September 11 Memorial & Museum (9/11 Memorial & Museum) is an equal opportunity employer. Applicants who meet the qualification requirements of the role will receive consideration without regard to their race color religion sex sexual orientation age national origin disability status as a protected veteran or any other characteristic protected by applicable law. The 9/11 Memorial & Museum endeavors to make reasonable accommodations for applicants with disabilities and other accommodation needs under applicable law. If you are an individual with a legally recognized accommodation need and require assistance during the application process please contact Ronni Cantor at with your specific accommodation request.
The 9/11 Memorial & Museum is committed to an organizational culture that supports and reinforces our institutional values including our commitment to inclusive representation. We are committed to reflecting the unique experiences of the nearly 3000 victims who were killed indiscriminately in the 1993 and 2001 terroristattacks and the wider communities impacted in lower Manhattan at the Pentagon and near Shanksville PA.
Required Experience:
IC
Employment Type
Full-Time
