Facilities Coordinator

This role requires 5 days per week on site in our NY office

The annual salary range for this role is $60,000-65,000 in New York.

The World Economic Forum, committed to improving the state of the world, is the international organization for public-private cooperation.

The Forum engages the foremost political, business and other leaders of society to shape global, regional and industry agendas.

Why we are recruiting

As part of the NY Operations team, the key role of Facilities Coordinator is to maintain the office space, kitchen pantries and ensure a well-functioning environment in all areas of the Office.

Reporting Lines & Interactions

The Facilities Coordinator reports to the Office Operations Manager and interacts internally with the Hospitality Coordinator, the building management staff and several external vendors.

Responsibilities

• Coordinate event logistics (Set-up/breakdown and clean-up of conference space). Including liftingtables and equipment for set-up.
• Manage office supplies and office inventory.
• Maintain the office space, conference rooms and staff areas, including all machines and event equipment.
• Act as a first responder for basic maintenance emergencies and perform basic repairs as needed.
• Act as point person/liaison with building engineers, maintenance contractors, and construction contractors, ensuring walkways are clear and emergency signs are visible
• Monitors contractors to ensure quality standards are met for the work performed and in compliance with contract.
• Coordinate, keep record of and implement a comprehensive preventative maintenance program to include ice makers, refrigerators, disposers, supplemental HVAC units, fire extinguishers, maintenance painting, etc.
• Inspection and scanning of all incoming mail packages, communicating with global security team, and distribute mail in the office accordingly.

The successful candidate will be assessed on

• Successful implementation of event and catering logistics for Forum meetings and regional events.
• Efficient event setup and breakdowns, as well as management and coordination of event equipment.
• Meticulous cleaning, maintenance, and operational upkeep of delicate machinery and all associated equipment.
• Consistent positive attitude and demeanor while executing all responsibilities.
• Works autonomously and takes proactive steps to accomplish tasks effectively.
• Communication Proficiency - Oral and written.
• Complete administrative tasks correctly and on time; support organization goals and values.
• Adapt strategy to changing conditions. Includes appropriate people in decision-making process.
• Ability to troubleshoot issues, define problems, collect data, establish facts, and draw valid conclusions.

Preferred Requirements and Experience

• 3+ years of relevant work experience, events and operations support related experience a plus.
• Strong organizational skills and a self-starter.
• Proficiency in proactive problem-solving, with a demonstrated ability to anticipate challenges and implement effective solutions.
• A welcoming and supportive demeanor, with a natural inclination to assist others; along with maintaining a professional appearance during high level events in the NY office.
• Proficiency in taking measurements using both U.S. customary and metric systems as well as general repair skills.
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint).
• Proven capability to apply sound judgment.
• Keep detailed and comprehensive files and records relating to maintenance issues including maintenance and repair logs for all kitchen appliances and supplemental HVAC units.
• Walk repair vendors through areas, ensure walkways are clear and emergency signs are visible.
• Ability to lift more than 25-50 pounds.

Vaccination requirement

The Forum LLC requires that employees be fully vaccinated with at least one booster against COVID-19 by their first day of employment. The Forum will evaluate all requests for accommodation/exemption from this policy in keeping with federal, state, and local law.

Why work at the Forum:

The Forum believes that progress happens by bringing together people from all walks of life who have the drive and the influence to improve the state of the world by building awareness and cooperation, shaping mindsets and agendas, and driving collective action. Join us and become a driver for positive change!