Senior Operations Coordinator, Brooklyn Army Terminal

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.