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Senior Workplace Coordinator

Harvey· Human Resources
Apply on company site
New York$110k - $150kFull-timePosted 2w ago

About the role

Senior individual-contributor role responsible for running the building, operational systems, vendor management, and data-driven insights for Harvey's New York office. Not a people-manager; ownership of office experience, facilities, vendors, and operational data to enable strategic decisions by management.

Responsibilities

  • Conduct regular walkthroughs of the office to proactively identify facilities, maintenance, F&B, service, safety, and space-readiness issues before they become employee problems.
  • Hold the day-to-day property-management relationship and own building work orders through resolution.
  • Own facilities issues including HVAC/temperature, plumbing, lighting/electrical, leaks, doors, appliances, physical repairs, and preventative maintenance.
  • Diagnose and route issues to the right building/vendor partner, follow through, and verify the fix actually held.
  • Manage freight/loading-dock logistics and other building-specific operating requirements.
  • Communicate directly with employees when building/facilities work affects the office; office-wide communications are reviewed by the Workplace Manager except for highly tactical, time-sensitive updates.
  • Own day-to-day vendor performance and service quality for janitorial, waste/recycling, pest, plants, F&B, maintenance, and other facilities services.
  • Maintain the vendor book, scopes, performance history, COIs, and renewal dates.
  • Address service failures directly and surface recurring patterns or material decisions to the Manager.
  • Coordinate vendor access and on-site work where required.
  • Own the F&B operating program and vendor performance; monitor consumption, service quality, and cost.
  • Own furniture inventory, repairs, and replacements.
  • Maintain seating data and execute moves/adds/changes against the Manager’s space plan.
  • Maintain operational Workplace systems and records.
  • Partner with IT on systemic conference-room/AV readiness as part of normal office operations.
  • Maintain accurate utilization/occupancy data, spend tracking, vendor-performance information, F&B consumption/cost-per-head, and relevant service metrics.
  • Identify trends, capacity pressure, recurring failures, and unusual spend before they become surprises.
  • Bring the Manager clear facts and options; the Manager owns the resulting strategic, budget, vendor, and space decisions.
  • Execute the emergency-preparedness program the Manager owns: floor-warden roster, drills, building life-safety coordination, and operational readiness.
  • Serve as first operational responder for workplace incidents and follow the Manager-owned reporting process.
  • Run periodic access audits and maintain operational access controls. Routine employee badge issuance/replacement and visitor badging sit with the Assistant.
  • Own vendor transition, building onboarding, and operational move workstreams within the Manager’s One Madison plan.
  • Capture the operating knowledge needed to move successfully from Flatiron to One Madison.
  • Surface operational decisions/tradeoffs to the Manager rather than absorbing them.
  • Own building/facilities requests routed from the Workplace inbox/Slack through resolution.
  • Serve as secondary front-desk backup when needed.
  • Remain a hands-on operator: help with routine office work when needed, without becoming the default owner of every transactional task.
  • Document and continuously improve repeatable processes within your area of ownership, including SOPs and lightweight workflow improvements where appropriate.

Qualifications

  • 4+ years in workplace operations, office management, facilities, or hospitality with meaningful facilities/vendor responsibility.
  • Direct experience managing vendors and contractors and holding them to scope.
  • Working understanding of HVAC, plumbing, electrical/lighting, and commercial-building operations.
  • Familiarity with work orders, COIs, property management, and preventative maintenance.
  • Strong operational judgment and ability to distinguish an isolated issue from a pattern requiring escalation.
  • Comfort with operational data, spend tracking, and turning day-to-day information into useful insights.
  • Bias toward walking the floor and finding problems before tickets do.
  • Clear, direct communication and willingness to communicate about work within your lane.
  • Experience with an office relocation/opening is a strong plus.

Skills

Required:Office/facilities managementVendor management

Benefits

  • Comprehensive health, dental and vision coverage
  • 401k match up to 4%
  • flexible PTO
Last updated Oct 22, 2026. Interested? Apply on the company site.
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