Admin Support & Facilities Help Desk Assistant

Avispa; New York (NY); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

W2 Employment

Group Medical, Dental, Vision, Life

Retirement Savings Program

Paid Sick Leave

Job summary

Avispa is seeking an Admin Support & Facilities Help Desk Assistant for an onsite role in New York, NY. The position supports Facilities operations and the Help Desk, handling routine admin tasks and ticket dispatching for employee services.

Responsibilities include coordinating CMMS tickets, landlord services, and maintenance schedules, while liaising with facilities supervisors, vendors, and studio teams. This is a 4-month assignment with hourly pay of $28 and standard onsite hours.

Qualifications

• 2-4 years of experience in building operations or facilities management in a corporate environment.
• Understanding of basic building operations systems and customer service.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and collaboration tools (Slack, Ariba, ServiceNow).
• PowerPoint experience is preferred.

Responsibilities

• Perform routine clerical and administrative tasks for the Facilities department and VP of Facilities Operations, including drafting correspondence and filing.
• Serve as second person at the Facilities Help Desk, logging and dispatching tickets through CMMS, Slack, email, or phone, and closing tickets.
• Coordinate landlord services by submitting tickets through landlord portals and maintaining Insurance Certificate requirements for vendors.
• Help track maintenance workload, adjust schedules, and maintain preventive maintenance programs in CMMS.
• Support event setups and late after-hours services, acting as a CMMS resource and coordinating with production and events teams.

Skills

Customer service

Organizational skills

Communication

Tools

Microsoft Office Suite

Slack

Ariba

ServiceNow

PowerPoint

Job description

Admin Support & Facilities Help Desk Assistant PMOUNTJP00001856

• Hourly pay: $28/hr
• Worksite: Leading digital streaming network (New York, NY 10036 - Onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 4 Month Assignment

A leading digital streaming network seeks an Admin. Support & Help Desk Assistant to provide general Facilities administrative support and assist with the Help Desk function, receiving and dispatching services for the employee population.

Admin Support & Facilities Help Desk Assistant Responsibilities

• Perform routine clerical and administrative functions for the Facilities department and the VP of Facilities Operations, including drafting correspondence, filing, records retention, organizing paper and electronic files, Facilities support documents, and municipal records using file management tools, sorting drawings in a centralized repository by floor/project, and updating Facilities documents and drawings while monitoring other sites' maintenance of similar documents.
• Serve as second person at the Facilities Help Desk, responding to employee service requests received through the Computer Maintenance Management System (CMMS), Slack, email, or a dedicated Help Desk phone line, logging and dispatching tickets to Facilities personnel and in-house vendors in real time, reviewing tickets for categorization and assignment, coordinating with Facilities Supervisors to dispatch unassigned tickets, and closing tickets.
• Coordinate landlord services by submitting tickets through landlord portals for various sites, including freight elevator reservations and after-hours HVAC services or impairments related to maintenance, construction, events, or after-hours activities, and maintain and update Certificate of Insurance requirements for all vendors performing work in the building, including at other sites, submitting insurance forms to landlords.
• Work with Facilities Supervisors and Management to track maintenance personnel workload, adjust schedules, maintain preventive maintenance service schedules, and make changes to the CMMS system.
• Support assigned duties, event setups, and late after-hours services such as studio activity, screenings, and events, serve as a centralized CMMS resource for other sites by communicating Facilities guidelines, procedures, and processes, and collaborate with departmental team leaders, maintenance and landlord personnel, studio production, and the events team.

Admin Support & Facilities Help Desk Assistant Qualifications

• 2-4 years of experience in building operations or facilities management, with an understanding of working in a corporate environment.
• Understanding of basic building operations systems and customer service.
• Basic computer skills, including Microsoft Office (Word, Excel, Outlook), Slack, Ariba, and ServiceNow.
• PowerPoint experience is preferred.
• Experience with Facilities CMMS is preferred.

Shift

• 9:00 AM to 6:00 PM, with staggered shift coverage as determined by Facilities Management.

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