New York, NY

Facilities Administrator – NYC

Talener

The Client: Our client, A NYC based Non-Profit Organization that leads in the development of innovative programs that make a difference in the lives of children, youth, and families today is seeking a Facilities Administrator to join the team on a contract to hire basis. The Facilities Administrator will be a key player in maintaining the daily functions of our facilities, coordinating repairs, vendor relationships, and ensuring smooth operations within the department.

Job Title: Facilities Administrator
Location: New York, NY 
Reports to: Director of Facilities Management
Hours: 6- Month Contract to Hire position, 35 hours/week, NON-EXEMPT
Salary: $55,000 – $60,000/year

Major Duties and Responsibilities:
Facilities Maintenance and Operations
  • Oversee the Facilities help desk, ensuring timely resolution of service tickets and effective communication with staff.
  • Lead weekly facilities meetings and document action items.
  • Analyze service tickets to identify trends and improve processes.
  • Manage vendor relationships, schedule repairs, and ensure timely completion of work.
  • Work with legal and the Director to resolve property violations.
  • Process utility bill payments for GSS properties.
  • Maintain department filing systems and coordinate safety training.
  • Manage the vehicle fleet, including maintenance, documentation, and reporting.
Facilities Purchasing and Vendor Relations
  • Oversee agency cell phone procurement, setup, and repairs.
  • Manage office equipment (copiers, fax machines) contracts and maintenance.
  • Process Helping Hands program requests in collaboration with grants and accounts payable.
  • Handle purchase requisitions and vendor payments for the Facilities Department.
  • Assist with monthly credit card and accounting reconciliations.
Qualifications:
  • High School Diploma required; 3+ years of administrative experience preferred. Experience supporting a facilities team is a plus.
  • Strong organizational skills with a proven ability to prioritize and manage multiple tasks simultaneously.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Bilingual (Spanish/English) is preferred.
  • Valid driver’s license preferred.
Additional Information: For additional information or to apply, please contact Alexa Buzby at abuzby@talener.com 
 
 
 
 

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box-sizing: border-box; font-size: inherit;">&nbsp;is seeking a Facilities Administrator&nbsp;</span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">to join the team&nbsp;</span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">on a contract to hire basis.&nbsp;</span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">The Facilities Administrator will be a key player in maintaining the daily functions of our facilities, coordinating repairs, vendor relationships, and ensuring smooth operations within the department.</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><br fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Job Title:</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;Facilities Administrator</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Location:</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;New York, NY&nbsp;</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Reports to:</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;Director of Facilities Management</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Hours:</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;</span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">6- Month Contract to Hire position,&nbsp;</span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">35 hours/week, NON-EXEMPT</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Salary:</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;$55,000 – $60,000/year</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><br fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Major Duties and Responsibilities:</strong></span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Facilities Maintenance and Operations</strong></span></div><ul fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; margin-top: 0px; margin-bottom: 10px;" type="disc"><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Oversee the Facilities help desk, ensuring timely resolution of service tickets and effective communication with staff.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Lead weekly facilities meetings and document action items.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Analyze service tickets to identify trends and improve processes.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Manage vendor relationships, schedule repairs, and ensure timely completion of work.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Work with legal and the Director to resolve property violations.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Process utility bill payments for GSS properties.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Maintain department filing systems and coordinate safety training.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Manage the vehicle fleet, including maintenance, documentation, and reporting.</span></li></ul><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Facilities Purchasing and Vendor Relations</strong></span></div><ul fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; margin-top: 0px; margin-bottom: 10px;" type="disc"><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Oversee agency cell phone procurement, setup, and repairs.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Manage office equipment (copiers, fax machines) contracts and maintenance.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Process Helping Hands program requests in collaboration with grants and accounts payable.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Handle purchase requisitions and vendor payments for the Facilities Department.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Assist with monthly credit card and accounting reconciliations.</span></li></ul><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Qualifications:</strong></span></div><ul fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; margin-top: 0px; margin-bottom: 10px;" type="disc"><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">High School Diploma required; 3+ years of administrative experience preferred. Experience supporting a facilities team is a plus.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Strong organizational skills with a proven ability to prioritize and manage multiple tasks simultaneously.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Proficiency in Microsoft Office Suite (Word, Excel, Outlook).</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Bilingual (Spanish/English) is preferred.</span></li><li fr-original-style="font-family:serif;font-size:13px;" style="font-family: serif; font-size: 13px; box-sizing: border-box;"><span fr-original-style="font-family:Calibri;font-size:15px;" style="font-family: Calibri; font-size: 15px; box-sizing: border-box;">Valid driver&rsquo;s license preferred.</span></li></ul><div fr-original-style="line-height:108%;font-size:15px;" style="line-height: 108%; font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; font-weight: bold;">Additional Information:&nbsp;</strong></span><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">For additional information or to apply, please contact Alexa Buzby at&nbsp;</span><a fr-original-style="" href="mailto:abuzby@talener.com" style="box-sizing: border-box; background: transparent; color: rgb(0, 112, 192); text-decoration: none; user-select: auto; font-family: inherit; font-size: inherit; cursor: pointer;"><span fr-original-style="font-family:Calibri;color:#0563c1;" style="font-family: Calibri; color: rgb(5, 99, 193); box-sizing: border-box; font-size: inherit;">abuzby@talener.com</span></a><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Aptos;" style="font-family: Aptos; box-sizing: border-box; font-size: inherit;">&nbsp;</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Aptos;" style="font-family: Aptos; box-sizing: border-box; font-size: inherit;">&nbsp;</span></div><div fr-original-style="font-size:15px;" style="font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;</span></div><div fr-original-style="line-height:108%;font-size:15px;" style="line-height: 108%; font-size: 15px; box-sizing: border-box; font-family: inherit;"><span fr-original-style="font-family:Calibri;" style="font-family: Calibri; box-sizing: border-box; font-size: inherit;">&nbsp;</span></div>”,”employmentType”:”CONTRACTOR”,”hiringOrganization”:{“@type”:”Organization”,”name”:”Talener”},”jobLocation”:{“@type”:”Place”,”address”:{“@type”:”PostalAddress”,”streetAddress”:null,”addressLocality”:”New York”,”addressRegion”:”NY”,”postalCode”:null,”addressCountry”:null}},”title”:”Facilities Administrator – NYC”,”url”:”https://talener.com/jobs/?cjobid=AD788770331&rpid=1380743&postid=Vs3mBmV9iiI”,”identifier”:{“@type”:”PropertyValue”,”name”:”Talener”,”value”:null}}

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