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.

Qualifications

• • Experience in facilities management, office administration, reception, customer service, or a related field.
  • Strong interpersonal, customer service, communication, and organizational skills.
  • Proficiency in Microsoft Office applications.
  • Ability to multitask, work independently, and adapt to changing priorities.
  • Experience with basic maintenance, repairs, and hand tools preferred.
  • Ability to maintain professionalism and confidentiality.
  • Ability to lift and move up to 50 pounds.
  • Ability to stand and walk throughout the workday.
  • Ability to set up rooms, move furniture, perform light cleaning duties, climb ladders, and complete minor maintenance tasks.

Please provide a cover letter with your resume.

This job posting provides a general list of the essential responsibilities and qualifications required for this position. It does not represent a contract for employment, and CancerCare reserves the right to change the description and/or posting at any time without notice.

CancerCare is an equal opportunity employer and does not discriminate on the basis of race, color, religion, national origin, gender identity or expression, sexual orientation, age, marital status, disability, genetic information, veteran/military status, or any other protected characteristic as established under law. We are dedicated to providing an inclusive and welcoming environment for our staff and clients.

Excellent benefits.