Facilities Workplace Coordinator

This position supports a global institutional investment organization with a significant international footprint. The firm operates across multiple regions and asset classes and is recognized for its long‑term, responsible investment approach. Employees work within a highly collaborative, professional environment that emphasizes operational excellence and thoughtful growth.

The Corporate Infrastructure & Workplace Services function is responsible for managing the organization’s office environments and operational infrastructure globally. The team oversees facilities operations, procurement, workplace services, business continuity planning, and the implementation of administrative standards that support day‑to‑day business activities.

The Facilities Workplace Coordinator will join the New York‑based workplace services team and report to senior leadership within Workplace Management for the Americas. This role supports daily office operations, facilities coordination, and workplace initiatives, working closely with Office Managers, Workplace Managers, and cross‑functional partners to ensure a seamless employee and guest experience.

• Provide administrative and operational support to workplace leadership, including calendar coordination, travel arrangements, expense processing, and business continuity efforts
• Liaise with building management and service providers to address facilities issues, maintenance needs, and service‑level expectations
• Administer procurement and purchasing activities, including invoice processing, expense tracking, accruals, and financial reporting through internal systems
• Coordinate day‑to‑day workplace and pantry operations, including inventory management, budget tracking, vendor oversight, and hospitality service standards
• Assist with space planning, seating coordination, and office reconfigurations to support organizational growth and operational needs
• Support insurance‑related processes, including documentation, claims coordination, and vendor proposals
• Supervise front‑of‑house and hospitality staff to ensure a professional, consistent experience for employees and visitors
• Support internal meetings and events by coordinating logistics, vendors, space setup, and on‑site execution in partnership with cross‑functional teams
• Assist with vendor contracts, subscriptions, and travel policy administration across departments

• Bachelor’s degree in Liberal Arts, Business Administration, Facilities Management, or a related discipline
• 3–5 years of experience in facilities coordination, workplace operations, or office management within a corporate environment
• Comfortable working in an open‑office setting and flexible to support after‑hours or overtime needs when required
• Proficiency with Microsoft Excel, PowerPoint, Word, and Outlook; familiarity with Tableau or similar reporting tools preferred
• Strong organizational skills with the ability to manage competing priorities and shifting deadlines
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across teams and stakeholders