Facilities Coordinator

The Facilities Coordinator supports and coordinates a small team of multi-skilled operatives to ensure the smooth, safe, and efficient operation of facilities. This role builds strong working relationships with stakeholders, landlords, managing agents, and vendors, while overseeing day-to-day facilities activities, financial processes, and risk management programs. The Facilities Coordinator ensures all tasks are completed accurately and on time, contributing to a well-maintained, compliant, and customer-focused environment.

• Provide day-to-day support for, monitor the performance of, and coordinate a small team of multi-skilled operatives.
• Develop and maintain close working relationships with key stakeholders, landlords, managing agents, and all facilities vendors.
• Assist in the management of all contractors on site to ensure they perform to required standards and comply with agreed procedures.
• Support the procurement of vendors and services as needed, ensuring value, quality, and compliance with internal processes.
• Assist with financial processes to ensure all financial management requirements are completed accurately and on time.
• Ensure prompt and accurate creation, processing, and management of purchase orders in the internal financial management platform.
• Assist with the preparation of monthly accrual reports and help monitor finance trackers to maintain accurate financial records.
• Conduct regular site inspections, assessments, and audits to ensure facilities are safe, compliant, and operating effectively.
• Carry out safety procedures and building procedures, including ad-hoc duties and performance measures, as required.
• Assist in the implementation of the property risk management program and support industry best practice operations.
• Maintain premises in a neat, orderly, and good working condition at all times.
• Support the implementation and monitoring of disaster recovery and business continuity plans.
• Follow established escalation procedures and incident reporting procedures to manage issues promptly and effectively.
• Provide support for regular management reports and projects as required by the facilities function.
• Work towards and achieve Key Performance Indicators (KPIs) and Service Level Agreement (SLA) targets related to facilities operations.
• Deliver strong customer service to internal and external stakeholders, responding promptly and professionally to requests and issues.

• Strong customer service experience with a focus on responsiveness and professionalism.
• Strong communication skills, including excellent verbal and written communication.
• Proficiency in Microsoft Office, including a strong understanding of Microsoft Word, Excel, and Outlook.
• Ability to work both independently and as part of a team in a collaborative environment.
• Self-motivated with a confident and energetic attitude.
• Ability to work well under pressure and manage multiple tasks or priorities.
• Flexibility to adapt to changing needs, tasks, and priorities within the facilities function.
• Experience or skills in facility management and coordination of facility-related activities.

• Bachelor’s degree in a related field preferred.
• Experience working with internal financial management platforms, including purchase order management, is an advantage.
• Experience supporting risk management, disaster recovery, or business continuity programs is beneficial.
• Previous experience coordinating contractors, vendors, or service providers is desirable.
• Strong organizational skills and attention to detail when managing documentation, reports, and audits.

This is a contract-only position providing maternity leave coverage. The role follows a Monday to Friday schedule, typically from 7:00 a.m. to 3:30 p.m. The position is based on-site, with free parking available for employees. The Facilities Coordinator works closely with a small team of multi-skilled operatives, external vendors, landlords, and managing agents in a professional facilities environment. The work involves regular site inspections, audits, and interaction with various stakeholders, requiring a consistent on-site presence and a focus on maintaining a safe, orderly, and well-functioning workplace.

This is a Contract position based out of Poughkeepsie, NY.

The pay range for this position is $26.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Poughkeepsie,NY.

This position is anticipated to close on Jul 29, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.