Contractors Assistant Jobs in Rochester, NY (NOW HIRING)

Description

Our Mission

Our mission is to leverage the power of food to end hunger and build healthier communities. 

Our Vision

We believe that the fight against hunger and the fight against poverty are one and the same. We envision a future in which food is recognized as a human right and every person is able to feed themselves and their families in dignity. Together, we work to create a more nourished, prosperous region.

The Foodlink Way

Act With Compassion

Take Responsibility

Be a Team Player

Listen, Learn, Adapt  

Job Title: Facilities & Hospitality Coordinator 

Department: Facilities 

Reports to: VP of Infrastructure & Sustainability

Status: Full-time, Hourly, Non-Exempt

Job Level:  Skilled and Specialized Roles (5)

Updated: August 2026

SUMMARY

Foodlink is seeking an organized, service-oriented, and highly collaborative Facilities & Hospitality Coordinator to help create exceptional experiences for employees, visitors, community members, and partners across all Foodlink facilities. This role serves as the primary coordinator for workplace hospitality, event logistics, and facility presentation, ensuring that Foodlink's spaces are welcoming, well-maintained, highly functional, and reflective of the organization's mission and values.

Working closely with the Facilities, Marketing & Development, and Program teams, as well as external vendors and community partners-the Facilities & Hospitality Coordinator oversees day-to-day hospitality operations, supports internal and external events, provides audiovisual (AV) and meeting support, and helps ensure facilities are always visitor-ready.

In addition, the Coordinator supports facility operations and preventative maintenance efforts, assists with capital improvement projects, and leads workplace wellness and employee engagement initiatives that enhance the overall experience of both staff and guests. Through a strong focus on service, organization, and attention to detail, this role helps ensure that every interaction with Foodlink's facilities reflects the organization's commitment to community, excellence, and hospitality.

KEY RESPONSIBILITIES 

Event & Hospitality Coordination

• Coordinate facility setup, breakdown, and AV support for internal and external meetings, events, and community gatherings.
• Ensure event spaces are clean, organized, welcoming, and presentation-ready before, during, and after events.
• Manage facility and event calendars, coordinating space reservations and logistics to avoid scheduling conflicts.
• Provide on-site event support as needed, including occasional evening and weekend events.

Visitor & Workplace Experience

• Ensure a professional, welcoming experience for visitors, donors, volunteers, partners, and staff.
• Support the sourcing, coordination, and setup of supplies and materials for tours, VIP visits, board meetings, and special events, helping ensure spaces are prepared and welcoming.
• Support event wayfinding signage and ensure facility-wide signage is accurate, well-maintained, and presentation-ready.
• Support workplace experience initiatives that enhance employee engagement and collaboration, particularly as they relate to the Foodlink Rec Room.

Facilities Operations

• Support preventative maintenance, work order management, custodial tasks, and facility inspections.
• Coordinate service agreements and vendors, including janitorial, landscaping, security, and building systems contractors.
• Assist with procurement, inventory management, and compliance with organizational safety policies.

Project Coordination

• Support facility improvement and capital projects, including vendor oversight, documentation, and stakeholder communication.
• Support project budgeting, purchasing, space planning, moves, and furniture installations.

Technology, Security & AV Support

• Coordinate AV setup and support for meetings, trainings, and events.
• Assist with conference room technology, hybrid meeting systems, security systems, and visitor management processes.
• Collaborate with IT resources to support facility technology infrastructure.

Administrative Responsibilities

• Maintain facilities records, service agreements, vendor information, and documentation.
• Track facilities-related expenses, invoices, and purchase requests.
• Prepare reports and communications and provide after-hours support for major events or facility emergencies.
• Perform other duties as assigned. 

Requirements

QUALIFICATIONS 

• Bachelor's degree or equivalent experience in hospitality management, facilities management, event management, property management, operations, or a related field.
• Two or more years of experience in hospitality, event coordination, facilities management, workplace services, conference services, or a related role.
• Exceptional customer service and communication skills.
• Strong organizational and project management abilities with attention to detail.
• Experience coordinating vendors, contractors, and multiple stakeholders.
• Ability to manage multiple projects and events simultaneously.
• Familiarity with basic building systems and facilities operations.
• Experience supporting audiovisual technology and conference room systems.
• Intermediate proficiency with Microsoft Office, including Outlook, Teams, Excel, and Word.
• Ability to lift up to 80 pounds and assist with room setups and furniture movement.
• Valid driver's license and reliable transportation.

We are actively seeing a diverse pool of candidates for this position and strongly encourage applications from candidates of color.

SALARY AND BENEFITS

This is a full-time position paid on an hourly basis, range starting at $26.44-$29.81 per hour (DOE). Foodlink covers 100% of individual health and dental insurance with the ability to acquire family coverage with pretax dollars. In addition to generous paid time off (PTO), we observe 14 paid holidays throughout the year. Opportunity to contribute to a 401k retirement savings plan upon hire. Eligible for generous employer match after 1 year of service.

Certain positions, depending on their responsibilities and at the approval of Human Resources, are eligible for a personal cell phone usage stipend. This position is eligible for a Class I personal cell phone usage stipend, paid biweekly at a rate of $24. The value of the stipend is based on Foodlink budget and is subject to change at any time. This is not a reimbursement program. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit, stand and talk and hear. The employee is frequently required to use hands to handle or feel items such as tables and chairs. The employee is frequently required to stand and walk for long periods of time. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Able to lift bulk objects or objects weighing up to 80 pounds.

Work Environment 

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all- inclusive. Employees will follow other instructions and perform other related duties as required. 

Diversity, Equity, & Inclusion 

Foodlink is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. At Foodlink we believe that anti-hunger work is only possible with a commitment to removing barriers caused by systems of oppression that perpetuate hunger and poverty. We recognize that systematic injustice and bias disproportionately impact some identities more than others. 

Foodlink is actively working to center equity- the fair treatment of all people- in everything that we do so that everyone in our region has access to nourishing food that reflects and values cultural differences.

Foodlink is committed to listening and supporting solutions to hunger that are sourced from people and communities with lived/living experience of hunger and poverty, and to responding where inequities exist.

Foodlink is committed to taking great care to cultivate internal culture and practices that support diversity and inclusion. We embrace and encourage our employees' differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We aim to foster an environment in which everyone feels a sense of belonging and understands their connection to the Foodlink mission. 

Foodlink employees have a responsibility to always treat others with dignity and respect. Employees are expected to always exhibit conduct that reflects our values and promotes equity and inclusion during work, and at work functions.