Facilities Contract Coordinator

Job description

Summary: The Facilities Contract Coordinator works closely with the Senior Manager of Facilities Administration and the Vice President to support all contractual aspects of Facilities Operations across the organization nationwide. This role ensures that all vendor agreements—including master service agreements, service level agreements, amendments, RFPs, RFIs, and termination letters—are properly developed, maintained, and monitored for compliance with departmental standards. The Facilities Contract Coordinator oversees the full contract lifecycle, including tracking, organization, and documentation within Airtable and Box. This position is responsible for ensuring timely renewals, accurate financial and contractual records, and clear, effective communication between internal stakeholders and external partners. Who We Are The ASPCA Facilities & Fleet Management team works to ensure all ASPCA locations are fully operational so that staff and volunteers have optimum conditions to meet their program and department goals. In addition, the Facilities team ensures a healthy environment for all animals that visit our locations, whether on a short-term or long-term basis. What You’ll Do Facilities Contract Coordinator reports directly to the Senior Manager of Facilities Administration and has no direct reports. Where and When You’ll Work This position is an on-site role and reports to 520 8th Ave, New York, NY ASPCA location. What You’ll Get Compensation Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future. The target hiring range for this role is $36.06 - $38.47 / hour Benefits At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to: Affordable health coverage, including medical, employer-paid dental and optional vision coverage. Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you. Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year. Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more. Responsibilities: Responsibility buckets are listed in general order of importance. They include, but are not limited to: Administrative Contract Management Lead the creation, formatting, and distribution of Facilities-related RFPs and RFIs in collaboration with Facilities site Managers. Monitor Requests for Proposals (RFPs) and Requests for Information (RFIs) for facility-related services, ensuring clarity, compliance, and competitive bidding. Analyze vendor proposals with Legal, Finance, and Facilities Teams for cost-effectiveness, compliance, and service quality. Collaborate with Facilities leadership to define project scope, requirements, and timelines. Coordinate vendor communications, proposal submissions, and evaluation processes. Maintain RFP and RFI templates and best practice guidelines for department use. Draft, review, and track all Facilities-related agreements, including: Master Service Agreements (MSAs) Service Level Agreements (SLAs) Amendments Termination letters and contract close-outs Maintain a contract renewal calendar via Airtable with alerts for upcoming expirations and renegotiations Ensure compliance with company policies, legal requirements, and negotiated terms across all assigned states in collaboration with Legal, Finance, and Facilities Teams. Assist Facilities Managers with monitoring contract performance, deliverables, and renewal timelines Serve as the primary point of contact for contract inquiries Collaborate with the Facilities team to integrate contract terms with permit, inspection, and certification requirements. Facilitate internal approvals and ensure executed copies are stored in Airtable and Box Work with Facilities team, Legal, and Finance teams to ensure alignment on contract terms and budget compliance. Partner with Facilities Administration and Operations Teams to ensure vendors meet service requirements as defined in agreements. Partner with Facilities Administration Team on Onboarding vendors and ensure they meet organizational compliance requirements before commencing work. Collaborate with facilities leadership to review final vendor selection. Provide regular reporting on contract status, upcoming renewals, and compliance metrics to leadership. Maintain and submit a Purchase order request to Procurement upon generating contracts Provide administrative support to the Senior Leadership and Facilities Management, preparing documents, spreadsheets as requested. Provide support to Administrative Assistant during heavy workflows. Support the Senior Manager of Facilities Administration with standard operating procedures, and activities among departments by organizing and coordinating information and requirements, and monitoring results within the Department. Coordination & Invoice Oversight Review vendor invoices for accuracy, proper coding, and compliance with contract terms Coordinate approvals and submission of invoices to Accounts Payable Track purchase orders and ensure alignment with contract scope and budget Assist with resolving vendor billing discrepancies and payment issues Department Airtable & Box Management Maintain Airtable contract management system: Agreement queue tracking Service agreement status updates Renewal/expiration tagging Maintain Airtable agreement table for contract requests, approvals, and status updates. Maintain Box sign submissions from end-to-end process Track active service agreements, contract expirations, and renewal alerts in Airtable. Organize and maintain digital contract folders within Box for quick retrieval and auditing. Organize contract documents in Box by vendor, location, and service type. Keep digital records audit-ready for internal and external reviews. Partner with Facilities Management on contract compliance procedures and documentation requirements. Ensure proper version control and secure file storage of all contractual documents Ensure data accuracy across all systems and platforms. Qualifications Strong knowledge of contract drafting, compliance management, and accurate documentation Experience with vendor relationship management, strategic sourcing, and procurement best practices Highly organized with strong time‑management, multi‑tasking, and prioritization abilities in a fast‑paced, multi‑state environment Skilled in digital file management and organizational systems, including Airtable and Box Excellent written and verbal communication skills, including negotiation and concise communication with staff at all levels Strong attention to detail, accuracy, and confidentiality in handling sensitive information Ability to work independently and collaboratively amid shifting priorities, distractions, and deadline pressures Self‑motivated, solution‑oriented, and eager to learn new systems and processes Builds authentic, trusting relationships and collaborates effectively to achieve shared goals Demonstrates initiative, drive, and continuous improvement in work processes Proficiency in contract organizational systems and digital file management required Proficiency in Vendor relationship coordination required Proficiency in Process improvement and efficiency required Proficiency with using computers and Microsoft Office required Proficiency using ticketing systems strongly preferred Proficiency with project management tools/systems a plus Ability to exemplify ASPCA’s core values and behavioral competencies. Language English (required) Education and Work Experience High School Degree/GED required Associate’s degree or higher degree preferred or equivalent work experience Minimum 3+ years of Contract management or Vendor Management strongly preferred Minimum 3+ years of developing and managing Requests for Proposals (RFPs) or Requests for Information (RFIs) strongly preferred At least 3 years of administrative experience required; administrative and/or operations experience supporting facilities operations, property management, construction, maintenance, or fleet is a plus Experience with Airtable is a plus Experience handling invoices strongly preferred Language: English Education and Work Experience: High School Diploma, GED, or Equivalent Experience