Senior Operations Coordinator, Brooklyn Army Terminal

Our Vision: To make New York City the global model for inclusive innovation and economic growth, fueled by the City’s diverse people and businesses.  Our Mission: Creating a vibrant, inclusive, and globally competitive economy for all New Yorkers. The Asset Management Property Operations Department is responsible for protecting and enhancing the value of City-owned real estate assets and supporting the operational needs of tenant businesses. The Department oversees property operations, facilities services, vendor and contractor coordination, maintenance activities, procurement, and property-related administrative and financial functions. Position Overview: The Senior Operations Coordinator will support day-to-day operations across the Brooklyn Army Terminal, Bush Terminal/MADE Campus, and Brooklyn Wholesale Meat Market within EDC’s Sunset Park Portfolio. Reporting to the Senior Vice President of Operations, this role will provide operational, administrative, and analytical support, with a focus on property operations, data tracking and reporting, budget administration, procurement, vendor coordination, contract administration, and inventory management. This is a full-time, on-site position based primarily at the Brooklyn Army Terminal office, with regular presence at the MADE Campus as needed. Essential Duties and Responsibilities: Front Desk & Office Management - Serve as the primary point of contact for tenants, guests, EDC employees, and visitors to the Operations Center; manage visitor flow and provide professional, welcoming experience. - Answer phones, respond to emails, and deliver timely customer service. - Support general office operations and administrative needs as required. Portfolio Communication - Draft professional responses to tenant requests and provide clear project updates to the Portfolio Management team. - Assist with prioritizing short- and long-term tenant requests and tracking work order flow. - Coordinate with the Facilities Management team to prepare status updates on ongoing work and communicate progress to internal stakeholders. Operations & Facilities Coordination - Support day-to-day operational activities across the Sunset Park Portfolio in coordination with senior operations staff, maintenance team, vendors, and contractors. - Track work orders, maintenance requests, repairs, and property improvement projects from initiation through completion; follow up on outstanding items and communicate status updates. - Maintain operational schedules, logs, trackers, and records to support property operations. - Assist with identifying recurring operational issues and opportunities to improve processes and service delivery. - Support property inspections, site visits, meetings, and special operational projects as needed. Data Tracking, Reporting & Analysis - Maintain accurate operational and financial data across property tracking systems, spreadsheets, and reporting tools including use of Asset Management-related systems (AC/DC, Munnin, and Power BI). - Prepare recurring and ad hoc reports related to expenditures, work orders, maintenance activities, procurement, inventory, and vendor performance. - Analyze operational and financial data to identify trends, variances, and discrepancies; reconcile information across financial, procurement, inventory, and operational records and escalate issues as needed. - Develop and maintain Excel-based trackers, reports, and dashboards to support property operations and management decision-making. - Support data collection and organization for annual budgeting, forecasting, and operational planning. Budget & Invoice Administration - Track operating expenditures and commitments for assigned properties; monitor spending against approved budgets and escalate variances or billing discrepancies to senior staff. - Coordinate with Business Operations on invoice processing and maintain accurate supporting documentation. - Review vendor and contractor invoices for completeness, accuracy, and alignment with approved work; track outstanding invoices and follow up with vendors as needed. - Assist with annual budget preparation and mid-year reforecasting by compiling expenditure and operational data. Vendor & Contract Administration - Support the execution and administration of contracts and amendments in coordination with Asset Management teams. - Maintain vendor and contract records, including key dates, deliverables, renewals, and supporting documentation. - Coordinate with vendors and contractors regarding schedules, work requirements, access, and project updates. Procurement & Inventory - Assist with the procurement of supplies, services, tools, equipment; track P-card purchases and prepare monthly logs and supporting documentation. - Monitor purchasing activity against approved budgets and identify potential issues. - Maintain inventory records for janitorial, maintenance, and operational supplies; track receipts, issues, returns, transfers, and stock adjustments. - Monitor inventory levels and coordinate supply requests with maintenance and janitorial staff, and identify purchasing trends to improve efficiency and control costs, Administrative & Stakeholder Support - Prepare reports, correspondence, presentations, and operational updates for senior leadership and internal stakeholders. - Maintain organized electronic and physical records related to property operations, vendors, contracts, purchasing, invoices, and maintenance. - Support tenant communications related to maintenance schedules, building access, and operational updates. - Perform other duties as assigned. Minimum Qualifications: - Bachelor's degree in Business Administration, Finance, Operations, Facilities Management, Real Estate, or a related field, or equivalent combination of education and experience. - 3+ years of experience in operations coordination, property/facilities management, administrative operations, or a related field. - Demonstrated proficiency in Microsoft Excel, including report preparation, data tracking, and analysis of operational or financial information - Experience with budget tracking, invoice processing, vendor billing, procurement, or purchasing. - Experience coordinating vendors, contractors, maintenance staff, or service providers. - Demonstrated organizational and analytical skills with proven ability to manage multiple priorities, work independently, and follow through on assignments - Effective written and verbal communicator with close attention to detail. - Ability to provide phone support for operational emergencies or urgent property matters, as required. - New York City residence is required within 180 days of hire. Preferred Qualifications: - Experience with Concur, inventory management, contract administration, or data visualization tools. - Familiarity with commercial building systems. - Valid NYS Driver’s License and demonstrated history of safe and responsible driving required. Salary Range $75,000—$77,000 USD About Us: New York City Economic Development Corporation is a mission-driven, nonprofit organization that works for a vibrant, inclusive, and globally competitive economy for all New Yorkers. We take a comprehensive approach, through four main strategies: strengthen confidence in NYC as a great place to do business; grow innovative sectors, with a focus on equity; build neighborhoods as places to live, learn, work, and play; and deliver sustainable infrastructure for communities and the city’s future economy. NYCEDC is committed to offering competitive benefits to support employee health, happiness, and work-life balance. We offer comprehensive benefits and unique perks to ensure NYCEDC employees flourish in their professional and personal lives: - Generous employer subsidized health insurance - Medical, dental, and pharmacy plans - Vision and hearing benefits - Flexible spending accounts for healthcare and dependent care - Short term and long-term disability coverage - 100% employer covered life insurance and supplemental life insurance coverage - Up to 25 vacation days - Floating Holidays and Summer Fridays - Parental leave - up to 20 paid weeks - Retirement savings programs - Company-paid 401(a) defined contribution plan - 457(b) tax-advantaged retirement savings plan - Tuition Reimbursement program - Continuing education and professional development - Public Service Loan Forgiveness (PSLF) eligible employer - College savings plan - Backup childcare - Gym membership discounts - A Calm.com membership for mindfulness and mental health support - Employee discounts through Plum Benefits and much more Benefits listed above may vary based on the length and nature of your employment with New York City Economic Development Corporation. These benefits are subject to be modified at any time, at the discretion of the organization. The New York City Economic Development Corporation is an Equal Opportunity Employer. Our Diversity, Equity, and Social Responsibility Mission is to create a People First strategy by attracting, retaining, and engaging a diverse and talented workforce. Like the city of New York, NYCEDC knows our strength comes from each of our connected parts, making the fabric of our organization better and stronger because of our unique employees' talents. At NYCEDC, all applications are reviewed by our Talent Acquisition team and hiring managers. We do not use artificial intelligence (AI) tools to screen, evaluate, or make decisions regarding candidate resumes or applications. Each candidate is considered through a thoughtful, human-led review process to ensure equity, consistency, and alignment with the needs of the role. For more information, visit our website at edc.nyc.