Office Workplace Coordinator

DEPARTMENT: Facilities, Design, & Capital Improvements 
REPORTS TO: Senior Manager, FD&C Operations & Administration
CLASSIFICATION : Exempt                                     
DATE: May 2025  
SALARY: $65,000 - $75,000/per year  

POSITION OVERVIEW

Reporting to the Senior Manager of Facilities, Design & Capital Improvements Operations & Administration (Senior Manager), the Office Workplace Coordinator serves as the lead strategist for in-office experience and operations, planning and executing a broad range of tasks in support of the 9/11 Memorial & Museum’s administrative offices at 200 Liberty Street, as well as back-of-house employee environments in the Museum. This role is charged with delivering a positive physical workplace experience as a service leader, exercising independent judgment to drive initiatives related to space planning, employee wellness, vendor management, and sustainability. This role is responsible for developing and implementing workplace policies, overseeing vendor relationships, managing related budgets, and supervising contractors as applicable. The Office Workplace Coordinator is a key member of the organization’s Facilities, Design & Capital Improvements department, and also participates in managing and supporting other critical projects as part of that team as assigned.

ESSENTIAL FUNCTIONS

  • Supervises and ensures a safe, clean and comfortable work environment for all staff. 
  • Supports and advises the Senior Manager of recommendations related to strategic planning, office vendors and negotiations, compliance oversight, and services.
  • Serves as organizational liaison and representative with Brookfield Properties (administrative office landlord), as well as Brookfield’s facilities management company.
  • Collaborates with and advises the Human Resources department on strategic workplace policy development and implementation related to the physical work environment to foster workplace wellness, refine hybrid work protocols, and ensure sustainability practices.
  • Directs workplace setup as part of the onboarding process for employees, including collaboration with Human Resources, Information Technology, and Security as required.
  • Creates and implements policies that ensure that office operations maximize sustainability.
  • Ensures Office Emergency Plan & Protocols remain up to date in collaboration with Security, Fire & Life Safety and Human Resources colleagues, and collaborates on appropriate training and implementation.
  • Directs and manages office-related maintenance, including but not limited to space planning, storage, office supplies, furniture, fixtures, and equipment.
  • Proposes office improvements/renovations including making budget recommendations.
  • Plans, budgets, and coordinates all office/seating moves.
  • Manages internal modification and drafting of floorplans (using AutoCAD) and sketches.
  • Submits office maintenance work orders and drives workplace requests to completion.
  • Drafts and manages FF&E orders and coordinates furniture deliveries and installation.
  • Maintains inventory and replenishes all office, facilities, and kitchen supplies as needed for administrative offices and Museum back-of-house workspaces/breakrooms.
  • Manages food and beverage vendor contracts, overseeing appropriate deliveries and quality control.
  • Manages food and beverage delivery approvals through the World Trade Center Vehicular Screening Center and office building loading dock and freight elevators.
  • Manages vendor relationship and services for HVAC monitoring.
  • Engages and manages document shredding, archiving, and storage vendors. 
  • Oversees vendor compliance, including reviewing and maintaining up-to-date records of certificates of insurance, contracts, and other documentation.
  • Monitor office equipment associated with the office kitchen/pantry and Museum staff breakroom, Postage machine, and the office shredding machine.  Ensure appropriate scheduled and necessary maintenance.
  • Coordinates all freight elevator requests and after-hour deliveries.
  • Project manages all approved office improvements including equipment upgrades, renovations or projects that would require NYCDOB submission and approval. 
  • Maintains records of Architect of Record (AOR), Engineer of Record (EOR) and all Contractor certificates of insurance and contractual documentation for physical improvements that would require NYCDOB submission and approval.
  • Plans and implements twice annual office-wide workplace cleaning and organizing projects, including document shredding and disposal, and material disposal.

General Department Administration

  • Leads, plans, and executes strategic projects independently as assigned, including implementing operational changes as needed to help maximize efficient workplace operations within the organization.
  • Provides logistical support to the FD&CI department during weather-related events.
  • Provides additional support as needed to team leaders on various ad hoc requests.

REQUIRED SUPPORT FOR ORGANIZATIONAL EVENTS

  • Participates in the Annual 5K Fundraiser and September 11th Commemoration, as assigned by SVP of FD&C.

QUALIFICATIONS/SKILLS REQUIREMENT

  • Minimum of 5 years’ office administration experience
  • Is an energetic individual with a proactive customer-service attitude
  • Has experience in a similar role with a passion for process improvement and running the activities of a hybrid work environment. Demonstrate an ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization.  
  • Highly motivated, organized, and with a high attention to detail
  • Ability to multi-task
  • Proficiency with MS Office required
  • Strong written and oral communication skills are essential
  • Working knowledge of AutoCAD software strongly preferred, or willingness to train
  • Some work may require being on-site during off-hours/weekends

HOW TO APPLY

  • Include position you are seeking in the email subject field.
  • State the location where job posting was seen.
  • Send resume to 911mmbgjobs@911memorial.org

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The National September 11 Memorial and Museum (9/11 Memorial & Museum) is an equal opportunity employer.  Applicants who meet the qualification requirements of the role will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The National September 11 Memorial & Museum (9/11 Memorial & Museum) is committed to an organizational culture that supports and reinforces our values regarding diversity, equity, inclusion, and accessibility (DEIA). We seek to build a collaborative, open, and equitable space where staff want to be, knowing that their contributions, professional expertise, and distinct voices are valued and respected. We encourage and celebrate an inclusive environment where candor and participation, when it comes to sharing ideas and collaborative problem-solving, are welcomed regardless of one’s role at the Museum or background. 

Reasonable accommodations may be made to qualified candidates, during the interview process, to enable individuals with disabilities an opportunity to interview.