Facilities Project Associate

The role:

As a Facilities and Project Management Associate, you will play a critical role in delivering and executing our corporate facilities strategy.This role is responsible for planning, coordinating, and delivering facilities projects ranging from workplace refreshes and small renovations to large-scale office buildouts, relocations, and decommissioning efforts. You will serve as a hands-on project manager, ensuring facilities initiatives are delivered on time, within budget, and aligned with business objectives, while also maintaining safe, efficient, and high-performing workplaces. This role partners closely with internal stakeholders and external vendors to translate business needs into effective, scalable facilities solutions. The position will also be responsible for Facilities Management and Operations for specific East Coast properties in 4 locations, including NYC, Delaware, North Carolina and Jacksonville. This position is on-site and reports into Corporate Real Estate as part of the Facilities Team.

What you’ll do:
Facilities Project Management
● Own project scope, schedules, budgets, risk management, and vendor coordination from planning and design through execution and closeout.
● Manage architects, engineers, general contractors, furniture vendors, and specialty consultants to ensure project milestones, quality standards, and safety requirements are met.
● Support capital planning by developing project estimates, tracking costs, managing change orders, and reporting on budget-to-actual performance.
● Lead and manage end-to-end facilities projects, including office buildouts, renovations, workplace refreshes, moves, expansions, consolidations, and space decommissioning.
● Coordinate internal stakeholders (People, IT, AV, Security, Legal, Finance) to ensure seamless project delivery and operational readiness.
● Oversee punch-list completion, commissioning, move-in readiness, and post-project documentation.

Facilities Management and Operations

● Own day-to-day facilities operations for assigned sites, serving as the primary liaison with landlords and property managers.
● Coordinate routine and emergency repairs, preventative maintenance programs, and critical building system oversight (HVAC, MEP, Fire/Life Safety).
● Oversee the work order management system, setting priorities, monitoring SLAs, and ensuring timely resolution of issues.
● Conduct routine inspections and system checks across facilities to proactively identify risks and improvement opportunities.
● Manage furniture, appliances, and workplace services programs, including inventory lifecycle planning and replacements.
● Manage workplace incidents, insurance documentation, signage, and compliance-related matters.
● Life Safety/BCIM

Space & Occupancy Support
● Manage/coordinate with the site team with office space and occupancy programs.
● Analyze and coordinate on current and projected head count capacity needs.
● Partner with the People team to track headcount, onboarding, and growth projections across business units to support space planning decisions.
● Provide data-driven recommendations to optimize space utilization and workplace efficiency

Vendor, Procurement & Financial Support
● Create and manage purchase orders, review vendor invoices, and track spend against the budget.
● Manage vendor management activities, including onboarding new vendors and ensuring required documentation (W-9s, Certificates of Insurance) is current.
● Procure and manage vendors by sourcing new facilities service providers for our locations throughout the U.S.
● Participate in Quarterly Business Reviews (QBRs) to evaluate vendor performance
management and service quality.
● Leverage AI-driven tools and technologies to enhance facilities operations, streamline service request management, and support data-driven decision-making in corporate real estate services

What you’ll need:
● College Degree preferred
● 3-5+ years of professional work experience in Corporate Facilities/Project Management role
● Demonstrated ability to work independently, exercise judgment, and manage competing priorities in a fast-paced environment
● Strong written and verbal communication skills
● Proven problem-solving skills and comfort navigating ambiguity and operational risk
● Experience partnering cross-functionally with teams at all levels of the organization and vendors/contractors
● Experience with G-Suite, Microsoft Office, IWMS (integration work management systems), Gantt charts, expense reports, AP/AR, and other office administration software
● Passion to build and sustain team culture
● Ability to learn new technical tools quickly, such as leasing or space management software
● Occasional evening and weekend work may be required as job responsibilities demand
● Travel as needed
● Proven record of going the extra mile for your colleagues
● Experience working in an organization with varied shifts (early, mid, late, overnight, etc.)
● Articulate and polished; successfully represents the organization at external events.