Facilities Coordinator

Responsibilities

• Uphold office cleanliness and functionality standards.
• Oversee iCapital's Stamford, CT office, approximately 26,000 sq ft. This includes two pantries and various conference rooms.
• Support daily operations:
  • Manage and restock inventory of office supplies, snacks, groceries, and beverages.
  • Facilitate supply procurement to ensure the office is always fully stocked.
  • Coordinate and support in-office catering, meetings, and events.
  • Oversee the maintenance of various equipment in the office such as coffee machines and printers.
  • Ensure the office and conference rooms remain tidy and secure.
• Address and escalate service requests via the workplace ticketing system, Freshservice.
• Support the Workplace team with assorted tasks as required.
• Assist in managing office seating arrangements, room allocations, and overall floor plans.
• Serve as a liaison with building management and external vendors, including organizing deliveries and obtaining Certificates of Insurance (COIs).
• Uphold office safety protocols outlined by the company and building management.
• Create a welcoming and organized entry experience for guests and new hires.
• Coordinate onboarding and offboarding tasks with the Talent Acquisition team.
• Aid in planning, setup, and cleanup of both internal and external events.
• Contribute to ad hoc projects as required.

Qualifications

• Able to work in person, Monday-Friday, 9:00 AM – 6:00 PM (times may fluctuate due to facility needs)
• Strong time management and prioritization skills
• Proficient with Microsoft Office Suite and comfortable with learning new tech systems
• Friendly, approachable, and professional demeanor
• Able to maintain composure under pressure
• Participate and cooperate effectively as a team member
• Able to communicate across all levels of the organization in a personable and hospitable manner
• Exert passion and enthusiasm for your work
• Proactive problem-solver with a penchant for implementing process improvements
• Organized, detail-oriented, and able to see the big picture
• Intelligent, quick learner, and self-confident
• Demonstrate a collaborative spirit by actively engaging as a team player
• Present a professional appearance daily
• Able to work in an office and lift to 40 lbs