Facilities Assistant

Calamos Investments; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

An established industry player is seeking a Facilities Operations Coordinator to oversee daily tasks and ensure smooth operations at their New York location. This role involves managing supplies, coordinating events, and providing administrative support to HR. Ideal candidates will have a strong background in facilities management or administration, excellent communication skills, and the ability to work independently. With a comprehensive benefits package and a focus on employee well-being, this is a fantastic opportunity for those looking to make a meaningful impact in a dynamic environment.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plans

Paid Time Off

Parental Leave

Qualifications

• 3+ years of facilities or administrative experience required.
• Ability to prioritize tasks with attention to detail.

Responsibilities

• Manage daily facilities operations and ensure timely completion of tasks.
• Coordinate with building management for events and maintenance.

Skills

Facilities Management

Administrative Skills

Communication Skills

Microsoft Office Suite

Attention to Detail

Education

High School Diploma

College or Professional Training in Facilities Management

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Performs a variety of tasks in conjunction with the daily facilities operations of the business. This position ensures that all facilities-related tasks at the location are completed in a timely manner, including restocking break room and copy room supplies, identifying repairs and maintenance needs, troubleshooting, and managing office services such as mail, office supplies, and print jobs. The role also supervises projects, coordinates with the building team, and provides backup support as needed.

Primary Responsibilities:

1. Provides location service and backup for facilities services such as mailroom, print shop, catering, and building maintenance.
2. Assists during setup and breakdown of events, including collapsing and resetting movable walls and room partitions. Coordinates with catering and building management for food and beverage services.
3. Purchases supplies and manages vendors as required.
4. Tracks pantry goods usage, ensuring a rotation of catering supplies, snacks, and beverages.
5. Coordinates coffee setup, brewing, and maintenance of coffee supplies.
6. Identifies and reports repair and maintenance needs, including furniture and interior finishes.
7. Supports HR with administrative tasks like onboarding, offboarding, and HR events.
8. Maintains files such as contracts, vendor logs, and Certificates of Insurance (COIs).
9. Manages and updates location floor plans and nameplates for new hires and terminations, posting them on the intranet.
10. Assists with furniture relocation and setting up for events.
11. Performs other related duties as assigned.

Preferred Qualifications:

1. High school diploma or equivalent; college or professional training in facilities management is preferred.
2. At least 3 years of facilities or administrative experience.
3. Ability to prioritize tasks, with attention to detail and efficiency.
4. Strong proofreading, editing, and communication skills.
5. Ability to work independently with minimal supervision.
6. Proficiency in Microsoft Word, Excel, Outlook, and internet research; ability to learn new programs quickly.
7. Valid State driver’s license (NY, NJ, CT) preferred.
8. Willingness to travel minimally to other locations.
9. Physical ability to perform tasks such as climbing ladders, lifting at least 50 pounds, and working in various temperatures. Must work well under pressure and adapt quickly.

For NY applicants only: The expected annual salary range is $45,000 - $65,000, based on experience and qualifications. Calamos offers a comprehensive benefits package including health, dental, vision, retirement plans, paid time off, parental leave, and more.

Equal Opportunity Employer. Applicants will be notified of their rights under federal employment laws. For more information, review the "Know Your Rights" notice from the Department of Labor.