Facilities Coordinator

We are currently recruiting for a Facilities Coordinator with a leading global music and entertainment company, renowned for its iconic artists and extensive catalog. The company operates at the forefront of the music industry, offering a dynamic and fast-paced environment for creative professionals. This is a 6-month contract to start. Located in New York City, NY.

In this role, you will provide essential administrative support, managing multiple tasks and acting as a key point of contact among executives, employees, and external partners. This position requires a highly organized individual who can handle a variety of responsibilities, ranging from scheduling and office management to maintaining vendor relationships and handling confidential information.

Key Responsibilities

• Receive and transfer phone calls in a professional manner
• Update and manage executive calendars and schedules
• Process and track invoices
• Maintain strong vendor relationships and manage office supplies
• Order and set up catering for meetings and events
• Handle conference room requests and room set-up
• Coordinate access & ID badges for employees
• Manage the flow of information within the organization and with external partners in a timely manner
• Format internal and external communications, including memos, emails, presentations, and reports
• Take minutes during meetings and ensure accurate record-keeping
• Organize and maintain the office filing system
• Keep track of office supply inventory to ensure smooth office operations
  
  

Skills & Qualifications:

• Strong interpersonal skills with the ability to interact effectively with employees at all levels, including senior management, and external partners
• Demonstrated organizational and administrative skills, with a creative and proactive approach
• High proficiency in Microsoft Office Suite; additional computer skills are a plus
• Ability to work efficiently under pressure, with a keen attention to detail and speed
• Strong problem-solving and decision-making capabilities
• Excellent social skills, with a focus on professionalism and confidentiality
• Ability to manage multiple tasks, prioritize, and handle diverse responsibilities in a fast-paced environment
• Flexibility and adaptability in a changing and dynamic work environment
  
  

Education & Experience:

• Associate’s degree required
• 2-4 years of administrative support experience, preferably in a corporate or entertainment setting
• The pay for this W-2 position ranges from $25-$29.45 per hour. This position may be eligible for PTO, health and dental insurance, and/or 401(k) benefits upon meeting certain length of service and hours requirements.
  
  

Mathys Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.