Event and Facility Coordinator

Visa New York is looking for an Office & Events Coordinator to add to our team who can assist with building a thriving community while delivering impactful business experiences for our exciting new office.

The coordinator position, reporting to Global Corporate Services Team, is responsible for partnering with the Director of Corporate Services for the delivery of workplace services, facilities maintenance activities, and the overall functionality of the Visa office. This role is also in charge of all event/meeting logistics.

Essential Functions:

Office and Event Operations

• Responsible for the activities of outsourced vendors in the delivery of all required workplace services. This includes but is not limited to overseeing all maintenance services such as janitorial, specialty cleaning, kitchen, food & beverage services, and various vendors.
• Establish maintenance contracts to ensure such services are performed at the contracted time, term and conditions. Ensure established service levels are met or exceeded while keeping in mind the needs of Visa staff.
• Communicate and partner as needed with landlord/property management.
• Provide general and overall facilities services, including continuous monitoring of office/facility.
• Address client inquiries/requests/concerns ensuring timely, quality resolution, service delivery, and customer satisfaction.
• Partner with Facility Management for effective facilities and space planning programs for the office.
• Partner and collaborate with cross functional organizations and stakeholders to deliver on the support objectives of the Global Corporate Services Team.
• Responsible for all event logistics and setups.
• Responsible for invoice tracking.
• Responsible new vendor set up, obtaining proposals, RFP’s and contract preparations.
• Responsible for ordering all supplies and consumables (snacks, beverages)
• Responsible for all NY staff assignments in Nuvolo.
• Assist with floorplans and updates.
• Assist in annual budget preparation and tracking monthly opex actuals
• General knowledge and back up assistance in FM systems (Nuvolo, Ask Facilities, Condeco, Concur Expense, and Ariba.
• Perform other related duties, as needed by Facilities Manager and Corporate Services team.

This is an on-site position. An on-site position must be consistently performed at an assigned Visa office location and require daily commute to the office location.

Local Law 144 Notice for New York City Resident Applicants: For some requisitions, automated employment decision tools ('AEDTs') may be used as part of the assessment process to assist our recruiters in the initial evaluation of your application. If your application is submitted pursuant to New York City Local Law 144, you may request an alternative assessment from the recruiter. Please visit the Visa Global Privacy Notice to learn how we may collect, process, or retain your professional and employment information for recruiting purposes.

Requirements

Basic Qualifications:

• Must have a High School diploma or equivalent or relevant work experience

Preferred Qualifications:

• Strong and highly effective verbal and written communication skills
• Ability to work in a fluid environment where assignments change daily and are time sensitive
• Ability to work under pressure
• Experience in space planning
• Strong computer skills with working knowledge of Microsoft office products
• Procurement processes
• 3-4 years of professional or corporate experience