Facilities Coordinator and Receptionist

Facilities Coordinator and Receptionist

Salary - $50,000.00 - $52,500.00

This position does not have a remote option; it is fully on-site. The schedule is Monday –Friday, 11:00 AM–7:00 PM.

The Facilities Coordinator and Receptionist is an on-site role responsible for managing front-desk operations, coordinating facility services, and supporting daily office operations at CancerCare's New York City office. This position serves as the primary point of contact for visitors, clients, vendors, and staff while ensuring a professional, welcoming, safe, and well-maintained workplace environment.

The Facilities Coordinator and Receptionist is responsible for:

• Complete the Daily Facilities Checklist• Serve as a primary on-site Facilities presence, actively monitoring the office throughout the day and responding to immediate needs and issues
• Oversee all outbound shipments for UPS and USPS and ensure that end-of-day shipments are processed and picked up by carriers.
• Process and code departmental invoices (for approval by the Facilities Director) in the Bill.com Accounts Payable system.
• Maintaining a log of cost-effective suppliers for our inventory to keep orders within the department budget
• Manage and administer Track-It submittals for staff Facilities requests including enrolling future visitors in the Building’s visitor portal
• Maintain daily stocking of beverage and office supply items in kitchen & storage rooms
• Maintain cleanliness in common spaces, lounges, conference rooms, and bathrooms throughout the workday
• Evaluate and maintain the Facility’s needs, i.e., office-related repairs, ordering, and assembling office furniture
• Maintain inventory and ordering of supplies, including but not limited to: UPS, Postal, Office, Toner, Copier and FedEx supplies

Internal Staff Services and Support Responsibilities

• Act as a day-to-day point of contact for staff regarding workspace needs, room setups, supply requests, and general facilities concerns
• Provide consistent, responsive internal service by following up on requests, communicating status updates, and ensuring issues are resolved to staff satisfaction
• Maintain a visible and approachable presence on the floor to address needs in real time
• Identify recurring staff needs and operational gaps and communicate recommendations for improvement to the Facilities Director

Other Duties

• Assuming other duties as assigned including mailing assistance and data entry from other departments as directed by the Facilities Director
• In the absence of the Director of Facilities, the position will be responsible to maintain the critical daily functioning of the Mail Room – including all incoming and outgoing mail
• At all times may be requested to provide a variety of assistance to the Chief Executive Officer and Chief Financial Officer which may include reprioritizing daily duties