Facility & Office Coordinator

About the Role

We are seeking a motivated and capable Facility & Office Coordinator to oversee the day-to-day operations and maintenance of our nonprofit art organization’s physical space and administrative functions. This role is ideal for someone who is adaptable, resourceful, takes initiative, and values being part of a small, collaborative team.

This position involves frequent interaction with a diverse range of external contacts and vendors. The ideal candidate will be confident and assertive, with the ability to manage situations that require clear communication and boundary-setting.

The Facility & Office Coordinator will report to the Development and Communication Manager, with a dotted line to the Executive Director.

Schedule

Monday - Friday, 9:30 am - 3:00 pm (27.5 hours per week)

Responsibilities and Duties:

Facility Duties

• Serve as the primary point of contact for the building’s landlord and management company (Brooklyn Navy Yard), neighbors, contractors, and other external stakeholders — including handling sensitive communications and resolving disputes as they arise.
• Implement preventative maintenance plans, troubleshoot issues as they arise, and coordinate timely repairs for key facility systems, including HVAC, security, fire suppression, lighting, plumbing, pest control, studio equipment and water filtration.
• Liaise with the cleaning company and maintain necessary supplies.
• Conduct basic repairs as needed (e.g., patching, painting, tool upkeep) and coordinate with external contractors for larger projects (e.g., plumbing, construction).
• Oversee waste management, ensuring proper disposal practices and coordinating the removal of bulk studio and construction waste.
• Develop and implement OSHA-aligned safety protocols tailored to an art studio environment, including ventilation, material handling, and emergency procedures.
• Maintain cleanliness and functionality in shared spaces (kitchen, archive, studio, office).
• Coordinate deliveries, pickups, and overall mail handling.
• Support setup and breakdown for events and gallery receptions.

Office/Administrative Duties

• Staff the front desk and serve as the first point of contact for visitors and callers.
• Monitor and respond to the general email inbox and voicemail system.
• Maintain organizational databases and shared drives (Dropbox, Google Drive).
• Track and order office and studio supplies, within allocated budget, and in coordination with team members.
• Schedule and coordinate monthly staff-wide meetings.
• Plan and coordinate internal gatherings, including birthday celebrations, holiday parties, and other small-scale meetings — including catering and cards.
• Support print orders and assist with assembling promotional and development materials for mailings.
• Onboard new staff: Prepare waivers, issue ID cards, and set up email addresses.
• Monitor administrative and IT subscriptions and leases (e.g., computers, website domain, Squarespace, Microsoft, and other institutional services).
• Oversee gallery visits and send visitor passes and directions to general visitors.
• Coordinate logistics for visiting artists and instructors, including travel and accommodations.
• Provide general administrative support for staff as needed.
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Qualifications

• 2–3 years of experience in facilities coordination, studio coordination, or administrative support — preferably within an arts or nonprofit environment.
• Strong troubleshooting skills and the ability to problem-solve quickly and efficiently.
• Clear, professional, and proactive communication style, both written and verbal.
• Proven ability to manage diverse dynamics with professionalism and care.
• Basic handyman skills, including comfort with power tools and performing minor repairs.
• Familiarity with health and safety standards, ideally in a creative or industrial setting.
• Highly organized, self-directed, and capable of overseeing multiple responsibilities with minimal supervision.
• Proficiency in Google Workspace and Dropbox.
• Interest in or connection to the arts community is a plus.

About Dieu Donné

Dieu Donné is the leading non-profit cultural institution dedicated to serving emerging and established artists through the collaborative creation of contemporary art using the process of hand papermaking.

How to Apply

To apply, please send a resume and cover letter detailing your experience and interest in the position and in Dieu Donné to [email protected] with the subject line, Facility & Office Coordinator.

Applications will be accepted on a rolling basis. Applicants are encouraged to apply early, as submissions will be reviewed upon receipt.

Finalists will be notified by Dieu Donné. No phone calls or email inquiries, please.

Dieu Donné is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, gender, age, ability, origin, sexual orientation, religion, familial status, arrest or conviction record, or military status, among other factors. Candidates from underrepresented backgrounds or with non-traditional experiences who otherwise would be deterred from applying are highly encouraged to submit an application.