Workplace Facilities Coordinator (HVAC & Building Operations)

Workplace Facilities Coordinator (HVAC & Building Operations)

Location: New York, NY (100% Onsite)
Employment Type: 6-Month W2 Contract
Pay Rate: $70–$80/hour
Staffing Partner: Russell Tobin

About the Opportunity

Russell Tobin is partnering with a leading, high-growth technology company to hire an experienced Workplace Facilities Coordinator for its New York City office.

This is a hands-on, onsite role ideal for a facilities professional who brings strong knowledge of commercial building systems, particularly HVAC, preventive maintenance, and general building operations, along with a service-oriented approach to workplace support.

The ideal candidate thrives in a fast-paced environment, takes ownership of facility-related issues, and enjoys creating safe, functional, and welcoming spaces where employees can do their best work.

Key Responsibilities

Vendor Management and Coordination

• Coordinating with and managing vendors who handle day-to-day operations and maintenance of our NYC office buildings, such as deliveries, office supplies and daily janitorial services
• Partnering with the extended workplace team to keep the buildings running smoothly and to provide employees with a safe, functional and comfortable environment and a consistently high level of service

Problem-Solving and Responsiveness

• Responding to requests in our internal ticketing system within Service Level Agreements, providing a high level of customer service through clear, timely and empathetic communication
• Addressing workplace issues promptly (elevator down, restroom flood, refrigerator not cooling, etc.), including engaging the right vendor and keeping colleagues informed and supported until the issue is resolved
• Conducting minor repairs and maintenance tasks, and coordinating vendors for more complex repairs
• Providing emergency response support in partnership with Security, and helping us stay compliant with local codes

Organizational Skills and Adaptability

• Managing multiple competing priorities, with discernment on prioritization
• Setting up furniture configurations for onsite meetings and events, bringing a hospitality mindset to every request
• Performing workstation setups, including monitors, monitor arms and other ergonomic equipment

Process Documentation and Culture Development

• Helping maintain our Standard Operating Procedures
• Developing and preserving office culture and norms
• Partnering closely with People Operations, Security and vendors

Additional Areas of Support

• Supporting HVAC and preventive maintenance
• Supporting office moves, restacks and reconfigurations
• Supporting safety, permits, inspections and code compliance

You might be a good fit if you:

• Have 4+ years of experience in workplace coordination and building operations
• Have working knowledge of building systems like HVAC, elevators, plumbing and lighting, and can supervise maintenance, repairs and services
• Have a service-minded, solution-based approach, and are excited to take on essential behind-the-scenes work
• Enjoy rolling up your sleeves, with no task too big or too small
• Have excellent organizational and communication skills, and can multitask
• Can lift up to 50 pounds

Strong candidates may also:

• Have managed workplace projects or programs, such as HVAC, preventive maintenance or office moves, in a multi-building or high-growth environment
• Have prior experience with vendor management, food and beverage service, and hospitality
• Be interested in artificial intelligence and care that it is developed safely and beneficially
• Have experience managing permit, license and inspection requirements