Facilities Assistant

Clarity Recruiting; New York (NY); On-site; Full time

Job summary

A leading global investment firm seeks a Facilities Assistant in New York City. This role entails maintaining a welcoming environment, managing service tickets and schedules, and ensuring excellent client service. The ideal candidate is articulate, organized, and professional, fitting into a corporate environment. This temporary role can convert to permanent employment based on performance and experience.

Qualifications

• Strong focus on delivering exceptional client services.
• Highly articulate, bright, and professional appearance required.

Responsibilities

• Maintain the Facilities Inbox and manage internal service tickets.
• Coordinate vendor activities and supervise onsite.
• Assist the Client Center and Reception Teams as needed.

Skills

Client Services

Communication

Organization

Job description

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Clarity Recruiting provided pay range

This range is provided by Clarity Recruiting. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$25.00/hr - $28.00/hr

Our client, a leading global investment firm, is seeking a Facilities Assistant to join their team. This role will play a key role in providing excellent service and ensuring a welcoming, clean, and comfortable environment for employees and guests. The duties will include effectively submitting corresponding internal service tickets and work orders, as well as managing internal service tickets, alongside a broader range of responsibilities. The ideal candidate for this role should be bright, highly articulate, and have a strong focus on delivering exceptional client services. Additionally, they must be able to dress appropriately - buttoned up, in a business jacket, adhering to corporate attire.

This is a temporary-to-permanent opportunity that requires full-time hours, working onsite from 7am-4pm, Monday through Friday. The client can offer $25-$28/hour and 65k-70k upon conversion, depending on experience.

Main Job Responsibilities

• Maintain the Facilities Inbox.
• Submit service ticket requests.
• Reserve offices for visiting partners.
• Maintain Facilities Calendars updated with visiting partners’ information, dates, and locations.
• Maintain Vendor Calendars with vendor information.
• Adjust the names of non-partner visiting employees. Executive assistants make these reservations for employees traveling from other offices.
• Create PTW (Permission to Work) codes for vendors requested by Facilities Team, File Room, Marketing & Communications Teams, Petina; etc.
• Create Delivery Access codes for requests from the Facilities Team, Petina, File Room, Marketing & Communications Teams, etc
• Submit COI’s (Certificate of Insurance) to the buildings for approval.
• Coordinate and schedule vendors.
• Supervise vendors while onsite.
• Assist Merlin Managers with vendor supervision (sometimes afterhours/weekends; considered overtime work).
• Act as Liaison for the Office Coordinator/Manager: reserve desks/offices, sign in employees, set up MPR rooms for events, collect/distribute incoming mail/packages to employees.
• Assist the Client Center and Reception Teams for coverage as needed.
• Communicate with vendors/Client stakeholders through email, phone, and teams.
• Assist the Facility Manager with floor plans, adding information for offices outside of NY, including names and space numbers.
• Maintain the Facilities Folder with current COI information.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Investment Management

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