The Facilities Coordinator ensures smooth day-to-day operations by managing work orders, supporting vendor and contractor coordination, maintaining supplies, assisting with emergency preparedness and facilitating internal communications. The position requires strong organizational, communication and multitasking skills, with an emphasis on proactive support and teamwork. 

The Facilities Coordinator reports directly to the Senior Manager, Facilities operations and has no direct reports. 

Where and When You’ll Work 

• This position is an on-site role and reports to the New York ASPCA locations at 92nd Street, 91st Street and 8th Avenue 

• This position works regular business hours Monday to Friday, which are generally 9 AM – 5 PM. 

What You’ll Get 

Compensation 

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future. 

The target hiring range for this role is $26.93-$28.37 per hour.  

Benefits 

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to: 

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage. 

• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you. 

• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year. 

• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more. 

For more information on our benefits offerings, click here. 

Administrative (60%) 

• Manage the computerized maintenance management system (CMMS) for work orders and preventive maintenance 

• Maintain supply inventories and place procurement orders in coordination with Facilities management 

• Draft and process service contracts and consultant agreements 

• Support with identifying contractors and requesting competitive bids for work to be done at ASPCA locations 

• Support managing the Facilities Help Inbox 

• Support communications to staff regarding facilities updates, service interruptions, or emergency planning 

• Maintain records, department tools and visual signage 

• Oversee locker assignments and legal communication logistics 

People Coordination  (20%) 

• Support timekeeping for Facilities team in Workday 

• Assist with schedule planning, tracking staff certifications and recognition efforts 

• Maintain team routines and ensure adequate operational coverage 

Building Operations Support (10%) 

• Conduct site walkthroughs and support vendor activities onsite 

• Coordinate special events and collaborate with building security 

• Maintain facility key inventory and logs 

Emergency Management (5%): 

• Assist in emergency planning and response, including food and accommodation supplies 

• Maintain stock of emergency materials (cots, sleeping bags, snow removal tools) 

• Communicate updates to stakeholders during emergencies 

• Assist in regular audits of emergency food management  

Fleet Management (5%): 

• Coordinate vehicle inspections, maintenance, registration and usage scheduling 

• Maintain records of approved drivers and vehicle status 

Exemplifies the ASPCA’s Core Values:

• Has Commitment and dedication to improving the lives of animals

• Demonstrates Ownership and feels responsible for outcomes

• Believes in Team – that we are stronger together

• Seeks to Elevate others and reimagine what is possible

• Focuses on Impact, specifically making change for animals

Qualifications  

Skills: 

• Proficiency in Microsoft Office Suite 

• Experience with CMMS preferred 

• Strong organizational and time management skills 

• Effective communicator across all levels 

• Team-oriented with ability to work independently 

Exemplify the ASPCA’s Core Values: 

• Has Commitment and dedication to improving the lives of animals 

• Demonstrates Ownership and feels responsible for outcomes 

• Believes in Team – that we are stronger together 

• Seeks to Elevate others and reimagine what is possible 

• Ability to exemplify ASPCA’s core values, behavioral competencies and commitment to diversity, equity, and inclusion. 

Language 

• English  

• Spanish 

Education and Work Experience 

Education:

• High school diploma or equivalent (Required); Associate degree preferred. 

Experience: 

• Minimum of 3 years in an administrative role (Required) 

• At least 1 year in facilities operations (Preferred) 

• Experience in fleet management, building management, or shift coverage administration (Preferred)