Facilities Coordinator

As part of the Facilities team, theFacilities Coordinator provides day-to-day support to the New York office. In this role you will work to ensure that our office has the necessary tools available to ensure Lippincott’s day-to-day operations are as seamless as possible. This is a great opportunity for you if you are personable, client-centric, and exhibit a can-do attitude. For the Facilities Coordinator, there is no task that is too big or too small. You understand that you can deliver meaningful impact in a variety of ways.

This is a full-time role with the expectation of in–office attendance 4 days a week from 8:30AM to 5:00PM.

In your day-to-day, we will look for you to:

Support the maintenance and activitiesof our NY office facilities

• Serve as the primary office support for facilities, maintenance, general cleanliness, and package notifications, while also tracking day-to-day office functionality and reporting facilities or equipment issues to US Facilities Manager

• Maintain the New York office reception area, pantries, collaborative spaces and conference rooms ensuring they are neat and well-presented

• Monitor the pantry daily, including day-to-day upkeep and maintenance of machines/equipment, as required

• Inspect and provide level 1 troubleshooting for all meeting space technology daily, including Zoom rooms and booking kiosks; report escalations to the US Facilities Manager and IT and support issue resolution as needed

• Support the coordination of facilities or equipment repairs by serving as a liaison between vendors and building management

• Assist with in-office events by ordering, setting up, and cleaning up catering needs

• Carry out the set up and breakdown for large, company-wide meetings (e.g., Town Halls, Lunch & Learns) and other special events, including being on-site to assist with early morning and/or late-night office access needs

• Provide logistical support for on and offsite events, as time allows, under the guidance of the US Facilities Manager

• Monitor room reservation systems to oversee bookings and ensure spaces are being reserved and/or used in an efficient manner; point of contact for reservation needs on high occupancy days

Support the administrative services team:

• Sit at the reception area to welcome clients and guests, ensuring they are comfortable and connecting them to their hosts, as needed

• Serve as the central reference point for assistance related to building access, conference rooms, Wi-Fi access, and transportation

• Monitor the Lippincott NY Office general email account and respond to inquiries

• Support NY Office invoice processing and reconciliation

• Provide light administrative support to various Partners including calendaring, scheduling travel, and completing expense reports

• Ad-hoc project assistance, as required (e.g., Salesforce data entry)

Who you are

You are a personable, client-centric team player with a can-do attitude. You think ahead, are proactive, and enjoy problem-solving. You are also:

Knowledgeable and skilled

• 0-2 years of work experience in a professional environment, prior experience in facilities management or a related field is preferred

• Able to regularly lift, move, and carry items up to 30lbs

• Exhibit strong organizational skills and attention to detail

• Communicate effectively in both written and verbal forms, displaying strong interpersonal skills

• Demonstrate excellent problem-solving skills to address facility-related issues

• Capable of swiftly grasping and troubleshooting basic office systems such as conference room equipment and room booking systems

Enthusiastic and hard working

• Exhibit a positive customer service mindset to address the needs and concerns of Lippincott’s New York Office

• Foster a positive office culture that promotes employee well-being through facility services

• Collaborate effectively with team members and ensure the smooth coordination of facility operations

• Committed to staying up to date on industry trends and best practices in facilities management

About Lippincott
Lippincott is a creative consultancy specialising in brand and innovation. We have a passion for solving our clients’ toughest challenges with a proven combination of strategic rigor and design excellence. A pioneer since 1943, we have shaped some of the world’s most iconic brands and experiences.

Who We Are, Together…

We embody key values that drive our culture. We demand better, reach higher, and expect more of ourselves and our colleagues. We demonstrate gratitude, offer support, and embrace optimism every day. We celebrate debate, discussion, disagreement, and feedback, with an open mind to new ways of thinking and doing. We act with passion, intention, and goodwill while building on and elevating everyone’s contributions and sharing in our collective success.

In our pursuit to make it meaningful, we want our people to feel heard, respected and valued through our words and actions – goals we can only achieve with a sustained commitment to inclusion, diversity and belonging. We seek the best and brightest ideas from a diverse representation of backgrounds and experiences because we know that’s what it takes to continuously push the boundaries, solve our clients’ most complex challenges, and foster an inspiring culture of rigorous creativity. We celebrate and leverage our differences and our commonalities so everyone feels safe, supported and encouraged to be wide open, to say “yes, and!” and to demand better of ourselves and one another. We aspire to be positive role models for inclusion at an individual level, corporate level, and societal level.
The applicable base pay for this role is $60,000 - $70,000.

The base pay offered will be determined on factors such as experience, skills, training, location, certifications, and education. Decisions will be determined on a case-by-case basis. In addition to the base salary, this position will be eligible for performance-based incentives.

We are excited to offer a competitive total rewards package which includes health benefits, 401K savings as well as employee assistance programs.

Lippincott is an Equal Opportunity Employer. All employment decisions at Lippincott are based on business needs, job requirements and individual qualifications without regard to race, national origin, age, religion or belief, sex, sexual orientation, gender identity, veteran or disability status or any other status protected by the laws or regulations in locations where we operate. We are committed to promoting a workplace that we are all proud to be a part of. #Lippincott