Facilities Administrative Assistant

STV Incorporated; New York (NY); On-site; USD 66,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) Plan

Paid Time Off

Paid Holidays

Job summary

STV is seeking a professional Facilities Administration Assistant for our New York, NY office. You will greet employees, visitors, clients, and applicants in a professional manner while supporting daily administrative and operational tasks with the Facilities Manager.

Responsibilities include welcoming guests, managing phones, handling log-in sheets, coordinating access, scheduling meetings, and assisting with welfare events and office needs. Strong multitasking and communication are essential.

Qualifications

• Three years of relevant administrative work experience.
• Familiarity with basic office software and office equipment.
• Strong communication and interpersonal skills.

Responsibilities

• Greet guests and guide them through the office.
• Answer and transfer phone calls and manage the visitor log.
• Coordinate with Facilities Manager on access control and seating reservations.
• Assist with event setup, scheduling, and office tours as needed.
• Process invoices and maintain light record-keeping.

Skills

Interpersonal skills

Communication

Multitasking

Professional demeanor

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

STV is seeking a professional, friendly Facilities Administration Assistant to represent STV in our New York, NY office, greeting employees, visitors, clients, and applicants in a professional and pleasant manner. The Local Office Operations Administrator/Facilities Administration Assistant, in coordination with the Facility Manager, will be responsible for the assigned facility's administrative and operational duties. Office Hours: 8:00 a.m. to 5 p.m., Monday through Friday

Responsibilities

• Greeting guests upon arrival, explaining how to navigate the office
• Answering/transferring phone calls
• Maintaining visitor log-in sheet and addressing guests' and employees' questions
• Supporting the facilities manager with building access for visitors, locker keys, access cards using Brivo and Freespace to reserve seating as needed
• Inspecting support services for STV’s premises, ensuring the cleanliness of interior spaces such as the café/social hub and bathrooms
• Managing, cleaning, and organizing the front desk
• Assisting with employee welfare events, such as employee gatherings and STV’s holiday parties, and decorating the office for holidays
• Scheduling meetings, client visits, and company events as necessary
• Understanding STV policies and knowing when to call for help on various administrative, facilities, and operational issues
• Reviewing and processing invoices for company accounts as needed
• Performing light record‑keeping as necessary, process vendor COI’s and make sure all are up to date on the Jones portal
• Providing occasional tours of the office
• Offering administrative support to all team members as needed (e.g., meeting scheduling, ordering food and beverage services, ensuring coffee machines are filled with beans, and loading dishwasher)

Requirements

• High school diploma or equivalent
• Professional demeanor (3)
• Three years of relevant administrative work experience
• Familiarity with basic office software
• Ability to operate scanners, copiers, and printers
• Excellent interpersonal skills to ensure visitors have good first impressions and feel welcome
• Clear and concise communication skills
• Knowledge of Microsoft Word, Outlook, and Excel
• Multitasking skills, as this position will involve handling multiple tasks simultaneously, such as answering phone calls, greeting customers, and corresponding with employees
• This position is not eligible for sponsorship

Compensation

Compensation Range: $66,320.00 - $75,364.00

Benefits

• Health insurance, including an option with a Health Savings Account
• Dental insurance
• Vision insurance
• Flexible Spending Accounts (Healthcare, Dependent Care and Transit and Parking where applicable)
• Disability insurance
• Life Insurance and Accidental Death & Dismemberment
• 401(k) Plan
• Retirement Counseling
• Employee Assistance Program
• Paid Time Off
• Paid Holidays
• Back‑Up Dependent Care
• Parental Leave
• Continuing Education Program
• Professional Licensure and Society Memberships

Pay & Equity

STV is committed to paying all of its employees in a fair, equitable, and transparent manner. The listed pay range is STV’s good‑faith salary estimate for this position. Please note that the final salary offered for this position may be outside of this published range based on many factors, including but not limited to geography, education, experience, and/or certifications.

Diversity & Inclusion

STV provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

We value a wide range of perspectives and experiences, without regard to any factor or characteristic, regardless of whether it is a category protected by federal, state and/or local law, making them an integral part of how we work. Our approach ensures that every individual is respected, heard, and given opportunities to contribute meaningfully. We remove barriers and create pathways for growth, embedding fairness into our daily operations.

Company Overview

STV is one of the top infrastructure‑focused professional services firms in North America. Founded in 1912, STV advises, plans, designs, engineers and delivers the infrastructure that powers local economies, including transportation systems, buildings, water and other facilities. Headquartered in New York City, the company has more than 65 offices and 3,400 employees who reimagine the solutions and structures that connect our communities. The firm is ranked 32nd in Engineering News‑Record’s Top 500 Design Firms survey and is 10th in its transportation category. STV is deeply committed to investing in its people and creating a world‑class employee experience. We are passionate about mentoring, coaching and cultivating our talent because we know they are destined to become the next generation of industry leaders. We’re also committed to delivering formative career experiences – and we do that by providing challenging and unique work experiences, by mapping multiple ways to advance (beyond the traditional career ladder!) and by recognizing those who successfully chart new and exciting paths for the firm.

Community Impact

STV exists to make communities better through innovative solutions that connect people, places and the present to the future. Our local teams throughout the country deeply understand the needs of their communities and have the expertise to provide solutions. We are also committed to giving back to our communities and our neighbors through volunteering and philanthropic activities; fundraising events; scholarships, internships, and mentoring; and sustainability and community improvement projects. Learn more atstvinc.com.