Facilities Coordinator

This role requires 5 days per week on site in our NY office 7:30am - 3:30pm

This role is not eligible for relocation or work authorization support.

The annual salary range for this role is $60,000-80,000 in New York.

The World Economic Forum, committed to improving the state of the world, is the international organization for public-private cooperation. The Forum engages the foremost political, business and other leaders of society to shape global, regional and industry agendas.

Why We’re Recruiting

As part of the NY Operations team, the Facilities & Hospitality Coordinator ensures a well-functioning, welcoming office environment and delivers high-quality facilities and hospitality support for meetings and events hosted in our New York office.

Reporting Lines & Key Interfaces

The Facilities & Hospitality Coordinator reports to the Office Operations Manager and works closely with the Hospitality/Events team, AV/IT team, Security team, building management, security, and external vendors/contractors.

Responsibilities

Facilities Operations

• Maintain office, conference rooms, and staff areas to a high standard; conduct daily walkthroughs and remediate issues promptly, and scheduling painting and preventative maintenance twice a year.
• Ensure all equipment and machinery are fully operational, including conducting or placing specified work orders for repairs/maintenance.
• Manage Building work orders end-to-end (submission, vendor coordination, close-out).
• Assist with deliveries, moves, and small workplace projects; coordinate waste/recycling.

Safety, Security & Compliance

• Collaborate with Office Manager for internal safety and security training (coordination with Security Affairs and P&C;).
• Assist with maintaining safety and compliance equipment (e.g., extinguishers, AEDs, signage, first-aid kits): place work orders and schedule service as needed.
• Ensure egress routes are clear; maintain visibility of emergency signage and compliance postings.
• Support incident response (e.g., power outages, leaks, equipment failure) and escalate timely.
• Assist with drills and compliance checks; maintain documentation.

Events & Hospitality Support

• Coordinate event logistics: room sets, furniture moves, signage, catering, staging, and resets (including lifting/moves as needed).
• Support AV/IT setups in coordination with the AV/IT specialist (plug-and-play checks, cable management, basic troubleshooting/escalation).
• This role may include occasional travel to other Forum offices or event locations to provide on-site facilities and event support as needed.

Inventory, Purchasing & Logistics

• Manage and maintain accurate, up-to-date documentation and inventory of office, including  stationery, equipment, pantry supplies, and furniture, sharing updates regularly with the Operations Manager.
• Handle all office purchasing (supplies, snacks, minor equipment, consumables) in accordance with procurement policies and within budget parameters set by the Operations Manager.
• Handle all office deliveries and maintain daily contact with vendors on order status; track lead times and escalate delays when needed.

Vendor, Building & Compliance

• Serve as day-to-day liaison with building engineers/management, security, and contractors; escort as required in collaboration with the Security team.
• Keep an accurate track of vendor and supplier terms, service contracts, and budget within their supplier scope
• Monitor contractor performance and safety; verify work meets scope and Forum standards.

People Moves & Workplace Support

• Collaborate with People and Culture with On/Offboarding: prepare welcome supplies for newcomers; clean up and reset desks
• Collaborate with Office Operations Manager to keep track of the office seating plan; manage seat assignments for newcomers and leavers.

What Success Looks Like

• Flawless room readiness and event turnarounds; positive internal and external client feedback.
• High proficiency of Preventive Maintenance intervals; accurate, up-to-date logs and documentation.
• Proactive issue spotting and swift resolution with minimal disruption to staff/events.
• Professional, service-oriented demeanor; clear communication with stakeholders.

Preferred Requirements and Experience

• 3+years relevant experience in facilities operations, events/hospitality, or corporate services.
• Experience with Building Engines, Prism or similar work-order/CMMS platforms preferred.
• Strong organizational skills; ability to balance daily operations with event timelines.
• Hands-on aptitude for basic repairs and safe equipment handling.
• Proficiency with Microsoft Office/365; basic familiarity with ticketing/CMMS and inventory spreadsheets.
• Comfort collaborating with vendors and building personnel; sound judgment and discretion.
• Ability to take accurate measurements of rooms, furniture, and equipment, and record dimensions in both centimeters (cm) and inches (in).
• Ability to read and interpret floor plans, layouts, and equipment labels.
• Understanding of floor-by-floor headcount allocations and capacity planning principles.
• Ability to lift/push/pull 25–50 lbs; frequent walking, bending, and standing.
• Ability to work early mornings, late evenings, or occasional weekends during events as needed

Why work at the Forum:

The Forum believes that progress happens by bringing together people from all walks of life who have the drive and the influence to improve the state of the world by building awareness and cooperation, shaping mindsets and agendas, and driving collective action. Join us and become a driver for positive change!