Our client, a global spirits brand, is seeking a Facilities & Mail Services Coordinator
to oversee the day-to-day operations of their New York
headquarters, 5 days a week in-office. This role ensures a safe, efficient, and polished work environment while managing all facilities maintenance, vendor relationships, and mail and package logistics. The ideal candidate is organized, proactive, and service-oriented, with strong attention to detail and the ability to multitask in a fast-paced setting.
Job Duties Include:
- Conduct daily walkthroughs of the office to ensure a clean, organized, and functional workspace.
- Perform and coordinate minor repairs and maintenance, including furniture adjustments, lighting, and touch-ups.
- Schedule and oversee regular maintenance services for HVAC, plumbing, electrical, and fire systems.
- Manage vendor performance for cleaning and maintenance, ensuring timely completion of work.
- Track and resolve facility-related requests through a ticketing or tracking system.
- Maintain compliance with safety and health regulations and support office safety initiatives.
- Serve as the liaison for vendors and contractors, ensuring timely service and adherence to standards.
- Partner with the HQ Experience team to support office events, coordinating setup, breakdown, and logistics.
- Oversee facility-related technology systems (lighting, sound, display screens) and collaborate with IT on maintenance and troubleshooting.
- Assist in safety and security planning, including emergency preparedness and drills.
- Manage incoming and outgoing mail and packages, ensuring accurate tracking and timely distribution.
- Coordinate with carriers (FedEx, UPS, DHL, USPS) for shipments, ensuring proper labeling and documentation.
- Handle confidential or sensitive mail discreetly and in compliance with company and postal regulations.
- Support large mailings or special shipping projects as needed.
- Create and process purchase orders and track facility-related expenses.
- Assist in managing budgets for maintenance and mail services, providing reports and identifying cost efficiencies.
- Oversee office supply levels for mailroom, pantry, hospitality, and event needs.
- Provide exceptional internal customer service, ensuring a seamless workplace experience for all employees and guests.
- 2+ years of experience in facilities, office management, or hospitality operations.
- Bachelor’s degree preferred (Facilities Management, Business Administration, or related field).
- Strong communication and interpersonal skills, with a professional and approachable demeanor.
- Highly organized, proactive, and detail-oriented with the ability to manage multiple priorities.
- Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Teams).
- Experience with mail tracking software or facilities-related systems is a plus.
- Conversational Spanish or Italian a plus.
- Must be able to lift up to 50 lbs as needed for office and event support.
The description above is intended to describe the general nature and level of work being performed and is not an exhaustive list of all duties, responsibilities, and qualifications required.
While PCG appreciates all applicants, only those qualified will be contacted. Thank you for your application. We look forward to hearing from you!
If you believe you are a great candidate for this position, and the salary listed does not meet your expectations, we would still love to speak to you! PCG, in good faith, believes that this posted range of compensation is the accurate range for this role at this location at the time of this posting. PCG and our clients may ultimately pay more or less than the posted range depending on candidate qualifications. This range may be modified in the future. This role may also be eligible for additional compensation including incentive pay, discretionary bonuses, and a comprehensive benefits package, details of which will be provided during the hiring process.
Pyramid Consulting Group, LLC is an Equal Opportunity Employer that takes pride in a diverse environment. We provide equal employment opportunities to all applicants and employees without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, marital or veteran status, disability, genetic information, or any other protected status under applicable law.
We will provide reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation during the application or hiring process, please contact HR@pyramidcg.com
For positions subject to “Fair Chance” laws (including but not limited to California, Colorado, New York City, Los Angeles, and other jurisdictions), PCG will consider qualified applicants with arrest and conviction records in a manner consistent with applicable law.
Please refer to our website: www.pyramidcg.com for access to our Right to Work and E-Verify.
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