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Event and Facility Coordinator – Visa

Company Name: Visa
Location
: New York, NY
Type: Full Time

Job Description:

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.

Qualifications

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

Additional Information

Work Hours:
Varies upon the needs of the department.

Travel Requirements: This position requires travel 5-10% of the time.

Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

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