Facilities Contract Coordinator

About the role

The Facilities Contract Coordinator supports the Senior Manager of Facilities Administration and the Vice President on all contractual aspects of Facilities Operations across the organization. The role covers the full contract lifecycle, from RFPs and vendor agreements to renewals, and keeps records accurate and compliant. It is an on-site position at the ASPCA location at 520 8th Ave, New York, reporting directly to the Senior Manager with no direct reports.

Key responsibilities

• Lead the creation, formatting and distribution of Facilities-related RFPs and RFIs, and analyze vendor proposals with Legal, Finance and Facilities teams
• Draft, review and track agreements such as Master Service Agreements, Service Level Agreements, amendments and termination letters
• Maintain a contract renewal calendar in Airtable and organize digital contract files in Box, keeping them audit-ready
• Review vendor invoices for accuracy and compliance, coordinate approvals with Accounts Payable, and track purchase orders against contract scope and budget
• Onboard vendors, partner with Facilities Administration and Operations teams, and report regularly on contract status, renewals and compliance metrics
• Support the Senior Manager of Facilities Administration with standard operating procedures and document preparation

Required profile

• Strong knowledge of contract drafting, compliance management and accurate documentation
• Experience with vendor relationship management, strategic sourcing and procurement best practices
• Highly organized, able to prioritize in a fast-paced, multi-state environment
• Excellent written and verbal communication, attention to detail and confidentiality
• Ability to work independently and collaboratively under shifting priorities and deadlines

Required skills

• Airtable
• Box
• Contract management and vendor invoice oversight

What we offer

• Target hiring range of $36.06 - $38.47 per hour
• Health coverage, employer-paid dental and optional vision
• Vacation, paid personal and sick time, paid parental leave and 10 company paid holidays
• 401(k) with employer matching up to 4%
• Professional development, internal mobility and on-the-job training