Facilities Coordinator - Analyst

Job Description

iCapital is seeking a Facilities Coordinator to support the day-to-day operations of their New York office. As a key member of the Workplace team, the Facilities Coordinator will help create a welcoming, efficient, and well-maintained environment that enhances the employee’s experience. This role primarily focuses on coordinating and tracking general office repairs and supports a variety of office logistics, employee services, and event coordination tasks.

Responsibilities:

• Partner with the Facilities team to ensure the office remains clean, organized, and fully operational.
• Respond to and escalate service requests using the Workplace ticketing system, Office Space.
• Coordinate and track general office repairs, ensuring timely follow-up and resolution.
• Oversee office supplies, snacks, groceries, and beverages.
• Handle incoming and outgoing deliveries.
• Coordinate supply orders and maintain inventory.
• Assist with in-office catering for meetings and events.
• Ensure shared spaces like reception, conference rooms and storage areas are clean, safe, and organized.
• Serve as a liaison with building management and external vendors.
• Maintain a safe and comfortable office environment in accordance with company and building protocols.
• Provide a professional and welcoming experience for guests, employees, and new hires.
• Support onboarding and offboarding processes, including desk setup, building access, office passes, and signage.
• Track and manage office keys and key assignments.
• Assist with planning, setting up and breaking down internal and external events.
• Provide backup support for team members during breaks, time off, or absences.
• Contribute to ad hoc projects and initiatives as needed.

Qualifications:

• Must be available to work in person, Monday–Friday, 9:00 AM – 6:00 PM (schedule may vary based on office needs)
• Always present a professional appearance and demeanor
• Strong team player with a collaborative mindset
• Friendly, approachable, and service-oriented
• Able to remain calm and effective under pressure
• Excellent time management, organizational, and multitasking skills
• Strong verbal and written communication skills; comfortable interacting with all levels of the organization
• Passionate about delivering high-quality work and fostering a positive work environment
• Proactive problem-solver with a continuous improvement mindset
• Quick learner with confidence, and professionalism
• Proficiency in Microsoft Office Suite with the ability to quickly learn new systems and tools

iCapital offers:

• Base salary range for this role is $ 65,000 to $ 70,000.
• Equity for all full-time employees
• Annual performance bonus
• Comprehensive benefits package that includes an employer matched retirement plan
• Generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling
• Parental leave
• Unlimited paid time off (PTO)