Executive Facilities Manager, Corporate Hospitality - Onsite

$95,000 - $105,000/Yr

New Penn Financial - New York, NY

Full-time - Mid Level

New York, NY

Credit Intermediation and Related Activities

About the position

The Executive Facilities Manager for Corporate Hospitality is a pivotal role responsible for ensuring the smooth and efficient operation of a state-of-the-art facility located in New York City. This facility caters to high-level executives and is designed to create an elegant and professional atmosphere. The role requires a keen understanding of both the physical operations and the ambiance necessary to impress top executives, board members, and investors. The Executive Facilities Manager will oversee various aspects of facility management, including maintenance, cleaning, and service response, ensuring that all areas are functioning optimally on a daily basis. In this position, the Executive Facilities Manager will serve as the primary point of contact for on-site vendors, including those responsible for breakroom supplies, janitorial services, and security systems. The manager will also be responsible for maintaining the site floorplan, tracking occupancy metrics, and reconciling vendor invoicing to ensure accuracy. Additionally, the role involves managing security systems, lighting controls, AV systems, and the overall maintenance of the Caf/Lounge area, ensuring that all supplies are fully stocked and that food services are running smoothly. The Executive Facilities Manager will also play a crucial role in managing employee needs, preparing workstations for new hires, and responding to facilities-related issues reported by employees. This includes overseeing breakroom supplies, coordinating emergency evacuation procedures, and serving as a liaison between the company and building management. The position requires a proactive approach to problem-solving and the ability to work under pressure while maintaining a high level of service and professionalism.

Responsibilities

• Serve as point of contact for on-site vendors including breakroom suppliers, document shredding, janitorial, etc.
• Update and maintain site floorplan showing seat assignments, occupancy, group names.
• Provide monthly reporting on occupancy metrics.
• Track Facilities related expenses and reconcile vendor invoicing to ensure accuracy.
• Manage security systems including camera and card readers, timely badge activation, and reporting.
• Adjust programmed controls for lighting systems and maintain system and bulb replacement.
• Manage AV systems and media lounge operations.
• Maintain all aspects of Caf/Lounge, ensuring fully stocked supplies and daily food services.
• Maintain outside deck furniture and plants.
• Prepare workstations for new hires and monitor employee-reported facilities issues.
• Order, receive, stock, and manage distribution of breakroom supplies.
• Assist with coordination and communication of emergency evacuation procedures and drills.
• Serve as liaison between the company and building management.

Requirements

• 3-5 years of experience in a Facilities or Executive Corporate Services role required.
• 4-year college degree preferred.
• Experience supporting/managing external vendors and internal customers.
• Proficiency in MS Word, Excel, PowerPoint, Teams, and Outlook.
• Strong customer service orientation with the ability to build relationships with external vendors and internal customers.
• Ability to interact with and support day-to-day occupancy needs of top-level executives.
• Extremely organized, self-motivated, and proficient at multitasking.
• Personable with strong verbal and written communication skills.
• Ability to work collaboratively with co-workers, vendors, and others as needed.
• Accuracy and strong attention to detail with the ability to prioritize tasks effectively.
• Ability to troubleshoot and problem-solve under pressure.
• Must be able to work with a sense of urgency.

Nice-to-haves

• Experience in a high-profile corporate environment.
• Knowledge of facility management software.
• Familiarity with health and safety regulations.

Benefits

• 15 Paid Time Off (PTO) days and 18 after 1st anniversary!
• 9 Paid Holidays
• Casual Workplace
• Employee Engagement Activities
• Medical (including Health Savings Account & Flexible Savings Account)
• Dental, RX, Vision, Life, Disability Insurance
• 401(k) Plan with company match!
• Performance-based Incentives
• Pet Insurance
• Advancement Opportunities
• 1 Volunteer Time Off (VTO) day, company-paid volunteer day
• Employee Matching Gifts Program up to $1,000 per employee
• Newrez Grants Program for employee donations.