Facilities - Department Assistant

Global Sports Jobs Limited; New York (NY); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Benefits package

Medical insurance

Paid time off

Job summary

Creative Artists Agency in New York seeks a Facilities Department Assistant to provide daily administrative support to the NY Facilities Lead, manage the calendar, process expense reports, review invoices, and coordinate office space and vendor activities.

This on-site role offers exposure to board meetings and events, a clear path into Corporate Facilities, and a comprehensive benefits package for regular full-time employees in New York.

Qualifications

• BA/BS from an accredited university or college.
• Minimum 1 year of prior relevant facilities or operations, or assistant, experience.
• Ability to multitask in a fast-paced environment.
• Strong customer service, interpersonal and communication skills.
• Physical ability to lift 35-50 lbs.

Responsibilities

• Manage administrative duties, including monthly P-Card management, preparation of expense reports and other office-related tasks.
• Manage the Facilities Lead's calendar and phone.
• Review office invoices, forward them to the Facilities Lead for approval and submit them to accounts payable.
• Assist the Facilities Coordinator with office space planning and help keep the space management system up to date (Office Space Software).
• Schedule freight access for vendors in the building management portal and submit COI paperwork.
• Assist the Facilities Coordinator with setup for Board Meetings, VIP client meetings and special events, including the CAA Halloween Party, holiday events and Cheer Week.
• Assist with all facility-related requests and schedule vendors for maintenance issues.
• Manage office and pantry supply requests for North East region offices (New York, Chicago, Toronto and DC).
• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials and name tags and clean spaces equipped with tech equipment such as a monitor, phone and keyboard.
• Assist the Facilities Manager with on-site office and workstation employee moves and with ServiceNow ticketing requests.
• Maintain supply closets, monitor and order inventory weekly, place all Facilities and Mailroom orders and expense the costs.
• Create and install workstation and office name tags for new hires and office moves, and remove them for terminated employees and office moves.
• Assist with communications with building management teams.
• Manage office inventory for items in storage, maintaining and updating the inventory list, and maintain and organise all office keys.
• Coordinate office repair requests through the building portal and confirm completion.

Skills

Multitasking

Customer service

Communication skills

Interpersonal skills

Education

BA/BS degree

Tools

Office Space Software

ServiceNow

Job description

Creative Artists Agency is seeking an enthusiastic, proactive go-getter to join its New York office as a Facilities Department Assistant. The role provides daily administrative support to the NY Facilities Lead in relation to CAA building operations and administration. The position carries a projected career path into Corporate Facilities.

Key Responsibilities

• Manage administrative duties, including monthly P-Card management, preparation of expense reports and other office-related tasks.
• Manage the Facilities Lead's calendar and phone.
• Review office invoices, forward them to the Facilities Lead for approval and submit them to accounts payable.
• Assist the Facilities Coordinator with office space planning and help keep the space management system up to date (Office Space Software).
• Schedule freight access for vendors in the building management portal and submit COI paperwork.
• Assist the Facilities Coordinator with setup for Board Meetings, VIP client meetings and special events, including the CAA Halloween Party, holiday events and Cheer Week.
• Assist with all facility-related requests and schedule vendors for maintenance issues.
• Manage office and pantry supply requests for North East region offices (New York, Chicago, Toronto and DC).
• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials and name tags and clean spaces equipped with tech equipment such as a monitor, phone and keyboard.
• Assist the Facilities Manager with on-site office and workstation employee moves and with ServiceNow ticketing requests.
• Maintain supply closets, monitor and order inventory weekly, place all Facilities and Mailroom orders and expense the costs.
• Create and install workstation and office name tags for new hires and office moves, and remove them for terminated employees and office moves.
• Assist with communications with building management teams.
• Manage office inventory for items in storage, maintaining and updating the inventory list, and maintain and organise all office keys.
• Coordinate office repair requests through the building portal and confirm completion.

Required Experience & Qualifications

• BA/BS from an accredited university or college.
• Minimum 1 year of prior relevant facilities or operations, or assistant, experience.
• Ability to multitask in a fast-paced environment.
• Strong customer service, interpersonal and communication skills.
• Physical ability to lift 35-50 lbs.

Workplace

• On-site role based out of the New York, NY office.

Salary

• New York, NY - $22.00 to $24.00 per hour (base hourly range).

Benefits & Perks

• Eligible for benefits and a discretionary bonus.
• Competitive compensation and benefits package for all regular full-time employees.
• Benefits where the company pays 80%-100% of the cost include medical, basic life and AD&D insurance, telemedicine, and employee assistance and mental health counselling in person, virtually or through text.
• Paid vacation and holidays.
• Paid sick time.
• Paid parental leave and other paid leaves of absence.
• NICU leave.
• Bereavement resources.
• Adoption benefits.
• Educational assistance.
• Mental health resources.
• Employee assistance plan.

About the Company

Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing and philanthropy. Founded in 1975, CAA is headquartered in Los Angeles and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai and Beijing, among other locations globally.