Facilities Division Coordinator

The Facilities Division Coordinator plays a critical role in supporting the operational and administrative functions of the Facilities Management Department. This position ensures the smooth coordination of work order processes, staff scheduling, vendor communications, and compliance documentation. As a union-represented position (Local-2110), the Facilities Division Coordinator works closely with both management and union staff to uphold standards of efficiency, equity, and safety across all facility operations. 
 

Responsibilities: 

• Coordinate and monitor daily operations within the Facilities Division to support timely maintenance and repair activities. 

• Assist in coordinating staff scheduling, including shift assignments, vacation coverage, overtime rotation, and adherence to seniority-based assignment protocols. 

• Track and report on overtime usage, work order completion rates, and facility service metrics. 

• Assist with coordinating facility-related projects including renovations, contractor access, and capital improvements tracking 

• Maintain up-to-date records for inspections, vendor contracts, service agreements, COI updates, and compliance reports. 

• Support budget monitoring, procurement of maintenance supplies, and invoice tracking. 

• Facilitate clear and consistent communication between facilities staff, administration, and external vendors or contractors. 

• Ensure alignment with union contract provisions, workplace safety standards (e.g., OSHA), and departmental policies.  

Job requirements:  

Minimum Qualifications:

• A bachelor's degree from an accredited college; one to two years of experience is a plus.

Preferred Skills:

• Familiarity with or experience in purchasing, invoice processing, facilities management, and/or capital project tracking and processes.
• Excellent communication, interpersonal, organizational, writing, and time-management skills.
• Ability to handle multiple projects simultaneously.
• Proficiency in Office 365; including PowerPoint presentation.

Compensation & Benefits 

• Compensation of $34.29 per hourly rate 

• Medical, Dental, Vision, 403(B) elections 

• Generous Paid Time Off benefits 

• Commuter benefits - parking and mass transit 

• Admission to world-renowned museums across the city and nationally 

• Pet insurance and discounted membership for Citibike 

• This role will be covered under UAW Local 2110 

The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate’s experience, education, special licensing or qualifications, and other factors. 
 
Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role. 
 
About the Whitney: 
The Whitney Museum of American Art, founded in 1930 by the artist and philanthropist Gertrude Vanderbilt Whitney, houses the foremost collection of American art from the twentieth and twenty-first centuries. From her vision arose the Whitney Museum of American Art, which has been championing the most innovative art of the United States for 86 years. The core of the Whitney’s mission is to collect, preserve, interpret, and exhibit American art of our time and serve a wide variety of audiences in celebration of the complexity and diversity of art and culture in the United States. Through this mission and a steadfast commitment to artists themselves, the Whitney has long been a powerful force in support of modern and contemporary art and continues to help define what is innovative and influential in American art today. 
 
EEO Statement: 
The Whitney Museum of American Art is an Equal Opportunity Employer. The Museum does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, partnership status, veteran status, gender (including gender identity), sexual orientation, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels. This description shall not be construed as a contract of any sort for a specific period of employment.