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The Planet Group · New York
Facilities Coordinator
3+ month contract, potential for temp-to-perm
Onsite in New York, NY 10027
$25-28 hr
Must Haves
Personable demeanor with the ability to navigate competing requests from staff, faculty, and various departments to achieve successful outcomes
Excellent organizational skills and strong attention to detail
Position Summary
Reporting to the Director of Facilities & Administrative Services, the Facilities Coordinator is responsible for coordinating and scheduling facilities and resources for all events, conferences, and meetings within the building. Utilizing EMS (Event Management System) software, this role serves as the primary administrator for room reservations and resource management.
Manage room and resource schedules by assisting requestors with reservations and confirming bookings through the EMS Web App
Schedule rooms and facilities for affiliated departments and approved external users as needed
Train faculty and staff on the use of the EMS Web App and assist with login credentials
Provide guidance on room selection, event setup, furniture arrangements, staging, and related logistics
Prepare cost estimates for room reservations and facility usage through EMS
Coordinate with AV teams to include audiovisual costs in event estimates
Send reservation details and cost estimates to clients for approval and confirmation
Obtain billing information from requesters and coordinate with the finance team for payment processing
Assist with monthly invoicing for reservations and event services
Administer the EMS system, including user accounts, contacts, and access permissions
Update EMS resource templates and selection menus as needed
Ensure room and service pricing within EMS remains current
Create service requests for furniture setup, custodial support, security services, and other facility-related needs
Provide on-site support before, during, and after events
Assist faculty, staff, and clients during events, meetings, and conferences to ensure smooth operations
Work with leadership and team members to identify and report facility-related issues
Direct vendors and facilities personnel to appropriate locations within the building
Print and distribute event and meeting schedules to security staff
Perform other related duties as assigned
Details
| Company | The Planet Group |
| Location | New York |
| Type | FULL TIME |
| Niche | Full-time |