Concierge Facilities Coordinator

Melroc Group is a New York based Family Office  focused on investing in mid market business and property developments. Our globally integrated teams leverage deep vertical expertise and partner with management teams around the world to accelerate growth through digitization, innovation and human capital.

As a Concierge Facilities Coordinator, you play a critical role in supporting the Global Head Office at 1020 Place NY facility and ensuring the smooth operation of the daily activities. You are entrusted with managing various tasks, cleaning, and ensuring hygiene is maintained throughout the facility. You will manage handling mail, deliveries, and requests for booking meeting room spaces, and facilitate effective communication within the facility and with its occupants. You will serve as a vital link between the occupants, the family office and visitors and support any special events in conjunction with their teams. This service is an extension of the Melroc Family Office Brand Experience, of which you will be an ambassador of.

Key Responsibilities:

Janitorial

• Developing and maintaining a comprehensive cleaning schedule for entire building, based on usage patterns.


• Ensure high standards of cleanliness and hygiene are maintained throughout the facility, due to it being Class A office level.


• Conducting regular inspections of the building and grounds, specifically focusing on janitorial conditions and workspace cleanliness.


• Addressing issues and concerns related to cleanliness promptly and effectively, either by coming up with solutions to issues, or reporting reoccurring issues to tenants, our values will not tolerate mediocrity.


• Managing waste and ensuring proper recycling and shredding programs are in place and being adhered to.


• Facilitating and managing contracts with external service providers, such as rubbish removal, recycling, shredding, pest control, window cleaning and ensuring services are delivered as agreed.


• Continue to maintain the highest of standards seen in a 5 Star Hotel, for the benefit and wellbeing of staff experiencing this as part of the brand of the Family Office of Melroc.

Concierge Services

• Greeting and assisting staff, visitors, and guests with a professional and welcoming demeanor.


• You will be a brand ambassador of the Melroc Group Family office, by way of extension in the way occupants and visitors experience the facility environment in its cleanliness, professionalism, attention to detail, care, humility and family feel in line with the Melroc Values.


• Support Calendar Management of shared meeting rooms in the 1020 Place NY Facility so there isn’t clashes with tenants.


• Maintain confidential and sensitive information, ensuring proper storage, organization, and retrieval of tenant, visitor and Family office information.


• Support Meeting and Event Coordination: Help support and coordinate executive-level meetings, conferences, with catering, visitor welcoming and event set up.


• This may require support in setting out catering, making coffees, or picking up special food orders for executive visitors.


• Build and maintain strong professional relationships with internal teams, external partners, clients, and stakeholders, managing a positive relationship and fostering a sense of community.


• Serve as a point of contact and liaison between tenants, vendors, visitors and contractors for the Facility and Family office.


• Handing mail, deliveries and guest requests.


• Supporting other Family Office Events offsite from time to time.

Facilities Coordination

• Administrative Support in ordering facilities supplies for the building.


• Managing accurate Inventory of supplies need for facility maintenance and cleanliness.


• Manage access through Openpath portal for contractors, vendors and or visitors for day passes


• Communicate and liaise with third party contractors, for repairs on HVAC, Plumbing, Security, Sprinklers, Fire Extinguisher Servicing and Pest Control. ( These contracts are all set up, just a case of being a contact on site to give access)


• Anticipate potential issues, identify solutions, and provide recommendations to Landlord and Family Office.


• Manage and compile task list of repairs in view of bring in contractors to action and securing efficiencies on the volume of work to be done.


• Ensure compliance with building operations and safety regulations, otherwise elevate to Landlord.

General Duties . 

• Abide by the Melroc Group confidentiality agreement


• Be accountable for your time, never be idle.


• The “standard you walk past is the standard you set” for the rest of the team.


• Email & phone calls must be responded to promptly.


• Manage time in an effective manner, such that all tasks are done in specific and agreed time frames each day.


• Support Family Office offsite or at other Facilities from time to time at management discretion.

Preferred knowledge:

• Strong knowledge of cleaning, hygiene techniques, products, and safety guidelines.


• Excellent organizational and multitasking skills.


• Strong communication and interpersonal skills.


• Ability to work independently and as part of a team.


• Attention to detail and a proactive approach to problem-solving


• Highly Professional outlook on all activities.

Personal attributes:

• Honest and trustworthy


• Respectful and cheerful welcoming demeanour.


• Possess cultural awareness and sensitivity


• Flexible and accommodating.


• Professional presentation & Brand Ambassadorship.