Job Specifications
Our client a well known Financial Services firm is seeking a Facilities Project Coordinator in their New York, New York Location!
Job Summary
The Improvements & Project Support Analyst provides hands-on support for renovation projects and improvements across a U.S. portfolio. This role focuses on day-to-day project coordination, site support, documentation, and reporting to ensure efficient project execution with minimal disruption to business operations. The position works closely with project managers, property managers, vendors, and internal teams to support projects from planning through completion.
Key Responsibilities
Improvements & Project Support (On-Site Focused)
Support active improvement and renovation projects across multiple properties
Assist with site visits, walk-throughs, punch lists, and field observations
Track project progress, milestones, and outstanding items
Document field conditions, issues, and changes for internal reporting
Coordination & Communication
Coordinate with project managers, property managers, vendors, and consultants
Schedule site access, meetings, inspections, and contractor visits
Track and follow up on action items, RFIs, submittals, and approvals
Communicate project status updates and impacts to internal stakeholders
Documentation & Tracking
Maintain project logs, trackers, and documentation (drawings, photos, schedules, invoices)
Organize and archive project files for compliance and accessibility
Review contractor invoices and confirm work completion
Track change orders, close-out documents, and warranties
Budget & Cost Awareness (Non-Technical)
Track spending against approved budgets
Flag potential cost overruns or scope changes
Assist with collecting vendor quotes and bid comparisons
Operational & Asset Support
Coordinate with building operations to minimize tenant disruption
Support temporary relocations, access logistics, and safety compliance
Ensure projects align with building standards and operational needs
Assist with post-completion reviews and lessons learned
Reporting & Updates
Prepare project status reports, summaries, and dashboards
Compile photos, schedules, and narrative updates for management
Assist with materials for internal capital or facilities meetings
Qualifications
Education
Degree in Engineering, Facilities Management, or a related administrative field preferred
Experience
0–2 years of experience in real estate, construction, facilities, or project coordination
Internship or exposure to renovation, building upgrades, or facilities operations preferred
Skills & Competencies
Strong organizational and follow-up skills
Comfortable working on job sites and interacting with contractors and vendors
Detail-oriented with the ability to manage multiple projects simultaneously
Proficient in Excel, Power BI, and basic reporting tools
Strong written and verbal communication skills
Basic knowledge of building systems
Willingness to learn project workflows
About the Company
Phyton Talent Advisors, formerly Linium Resources, provides top-tier talent for the world's most competitive industries.
We're more than recruiters, more than executive headhunters- we're trusted, strategic advisors. We refuse to participate in the people-as-commodities model that dominates our industry: We respect our clients as long-term partners. We treat our job candidates as people. We regard our employees as family. Their success is our success.
We are tenacious in style yet nurturing in character. We're both hungr...
Know more