Facilities Coordinator

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Summary:

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. 

 

Responsibilities:

Responsibilities will include, but are not limited to: 

 

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) 

 

Qualifications:

  

Language:

English (Required), Spanish (Required)

Education and Work Experience:

High School Diploma (Required)

  

Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Your Employee Rights Under the Family and Medical Leave Act:
Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees’ protected leave for certain reasons. Click on the link to learn more.

Applicants that are residents of Colorado: Per CO Senate Bill 23-058, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries in the initial interview. We are permitted to require/request additional application materials; if those materials contain any age-related information, an applicant may redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at careers@aspca.org. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: icrc@crc.in.gov | Website: www.in.gov/icrc. Equal Employment Opportunity Commission - Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.

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