Facilities Administrative Coordinator

POSITION SUMMARY:

The Facilities Coordinator provides administrative support to the facility management team to ensure that New World Symphonys (NWS) facilities New World Center (NWC) and Alton Pointe (AP) are operated managed maintained repaired and improved in accordance with the organizations standard of excellence industry best practices and in a cost-effective manner.

DUTIES AND RESPONSIBILITIES

• Provide administrative support to the NWS Facilities management team
• Track facilities helpdesk tickets and maintenance requests help ensure new service requests are acknowledged in a timely manner follow up on open items communicate status updates and close tickets upon completion
• Respond to facilities and fellow housing-related inquiries and concerns assess issues coordinate next steps and elevate concerns as appropriate
• Maintain facilities vendor lists task schedules maintenance records and related departmental files
• Coordinate with outside contractors and vendors for services repairs estimates scheduling and follow-up
• Schedule and document maintenance and repairs of building equipment and facility assets
• Assist in monitoring and assessing outside contractor and vendor performance including responsiveness quality of work and completion of assigned services
• Review reconcile and process invoices in a timely manner and assist with departmental budget tracking
• Coordinate requests for proposals competitive bid awards contract routing and related administrative processes
• Coordinate meetings and prepare agendas presentations corresponding materials meeting minutes and follow-up items
• Coordinate administrative and logistical support for Fellow move-ins and move-outs at NWS-owned housing complex including scheduling communication access coordination documentation and follow-up
• Maintain accurate unit inventory asset equipment inspection service and maintenance records including HVAC service information filter sizes dehumidifiers appliances unit condition documentation access records and related database updates
• Support housing turnover coordination by tracking cleaning repairs pre-move-out requirements inspection checklists final readiness reviews and other steps needed to prepare units for incoming Fellows
• Coordinate with Fellows Facilities team members vendors and contractors regarding apartment maintenance needs unit readiness repairs inspections and turnover-related work
• Assist with coordinating and tracking required safety regulatory and building inspections including follow-up on open items violations or corrective actions
• Prepare and distribute housing-related communications to Fellows including access notices office closure notices maintenance updates and other important facilities-related information
• Perform other job-related administrative tasks as assigned

Qualifications :

EDUCATION AND EXPERIENCE

• High school diploma or GED required; college degree preferred; one to three years of administrative and customer service experience required; experience in facilities administration preferred; an equivalent combination of education and experience may be considered

KNOWLEDGE SKILLS AND ABILITIES

• Ability to provide excellent customer service by responding to staff Fellows vendors and other stakeholders with professionalism responsiveness and patience
• High degree of organization and attention to detail
• Ability to prioritize and manage numerous tasks
• Proficient in Microsoft Office applications
• Strong verbal and written communication skills
• Fluency in English is required; fluency in Spanish is desired
• Passion for the mission of New World Symphony and commitment to its values of community respect excellence accountability and trust

PHYSICAL REQUIREMENTS

• Ability to work a flexible schedule depending on facilities needs and project deadlines
• Ability to move throughout and between NWS facilities remain stationary for extended periods and occasionally lift or transport items up to 25 pounds
• Occasional exposure to outdoor South Florida weather conditions during project coordination inspections or vendor activity

Additional Information :

BENEFITS: NWS offers an excellent benefits package to eligible employees including medical dental vision long and short term disability life and AD&D 401(k) generous paid time off and comprehensive flexible work arrangements program.

EEO STATEMENT: The New World Symphony is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race color religion gender gender identity or expression sexual orientation national origin age veteran status genetics disability status or any other characteristic protected by federal state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment.

Remote Work :

No

Employment Type :

Full-time