Facilities Coordinator - ApTask

About Client:
The client is a prominent global investment bank with a diverse range of financial services and a reputation for delivering independent and conflict-free advice. It is a trusted advisor in the investment banking industry, known for its expertise, independence, and client-centric approach. Its comprehensive service offerings, deep industry knowledge, and global reach make it a preferred partner for companies navigating complex financial transactions and strategic decisions. Whether dealing with mergers and acquisitions, financial restructuring, or specialized financial advisory needs, it stands out as a leader in delivering high-quality, tailored solutions.



Salary: $80K/Annum



Job Description:

• The Facilities Coordinator is responsible for providing day-to-day support for the Facilities Manager, Assistant Office Manager and/or Office Manager and related team members.
• This involves various responsibilities, including, but not limited to local process management, project management, responding to facilities related inquiries, set-ups for new hires and guests, building security management, and vendor relationships.

• Act as Super Admin for multiple systems, including Condeco, our space management system, Avigilon, our Access Control Management System, Parcel Tracker, our package management system, and others.
• Manage onboarding and offboarding for these systems, training employees on and administering user access to above systems, providing ad hoc user management and support.
• Database maintenance for multiple databases essential to internal operations, including lists of Administrative support staff and reports, expense delegates, and facility maintenance trackers.
• Liaison with building management, ensuring compliance with vendor Certificates of Insurance (COIs) and submitting tickets to address facility-related issues on behalf of the firm.
• Manage and reconcile ad-hoc facility expense invoices, ensuring accurate allocation of charges to appropriate business units
• Daily walk-through of the office space to ensure the office space is clean and organized at the start of and throughout the day.
• Manage floorplans – coordinate with Presentations and Graphics to make additions, deletions and changes as needed to keep plans up to date.
• Ensure workspaces for guests and new hires are set-up with supplies and name tags at the beginning of the day, liaison with hospitality team to ensure new spaces are cleaned..
• Assist with arranging for regular maintenance of equipment (e.g.. heating and HVAC system, alarms, security cameras). Handle maintenance calls for repairs to office space, furniture and appliances.
• Assist in supply ordering for the office and departments.
• Issue and deactivate building security ID cards and parking where applicable.
• Adjust and Oversee the schedule for cleaning and disinfecting office space and hoteling desks.
• Ensure compliance with health and safety regulations
• Assist Manager in planning local holiday and morale building events for the entire office as well as planning Give A Day opportunities for local employees. Work closely with our Healthy Living and DE&I committees to support in house efforts and events
• Guide employees to the appropriate resources to resolve office related inquiries or issues.
• Provide support for other HR projects and perform duties as assigned

• Minimum 1-2 years facilities, customer service or hospitality related experience.
• Exceptional detail orientation and organization skills (with strong sense of urgency and follow up/follow through)
• Strong analytical, organizational, and problem-solving capability
• Basic project management skills
• Understanding of safety regulations in offices
• Familiarity with office equipment and security systems
• Significant experience working with Microsoft Outlook, Word, Excel and PowerPoint
• Ability to multi-task in a fast-paced environment
• Strong interpersonal and customer service skills with clients and team members
• Strong, clear and professional written and verbal communication skills
• Ability to actively listen and accurately interpret directions and instructions
• Actively seeks and responds positively to feedback; highly coachable
• Takes personal responsibility for the quality and timeliness of work; achieves results with little oversight
• ‘Can-do’ attitude and proactive, solution-focused individual
• Exercise good judgment, a high level of integrity and ability to maintain confidentiality at all times
• Displays a level of professionalism in accordance with the Company’s values
• Ability and desire to help define role and develop new skills, as specific responsibilities may change over time
• Ability to have a flexible work schedule

About ApTask:
ApTask is a leading global provider of workforce solutions and talent acquisition services, dedicated to shaping the future of work. As an African American-owned and Veteran-certified company, ApTask offers a comprehensive suite of services, including staffing and recruitment solutions, managed services, IT consulting, and project management. With a focus on excellence, collaboration, and innovation, ApTask provides unparalleled opportunities for professional growth and development. As a member of the ApTask team, you will have the chance to connect businesses with top-tier professionals, optimize workforce performance, and drive success across diverse industries. Join us at ApTask and be part of our mission to empower organizations to thrive while fostering a diverse and inclusive work environment.

Applicants may be required to attend interviews in person or by video conference. In addition, candidates may be required to present their current state or government issued ID during each interview.

Candidate Data Collection Disclaimer:
At ApTask, we prioritize safeguarding your privacy. As part of our recruitment process, certain Personally Identifiable Information (PII) may be requested by our clients for verification and application purposes. Rest assured, we strictly adhere to confidentiality standards and comply with all relevant data protection laws. Please note that we only collect the necessary information as specified by each client and do not request sensitive details during the initial stages of recruitment.

If you have any concerns or queries about your personal information, please feel free to contact our compliance team at businessexcellence@aptask.com .