Facilities Help Desk Assistant & Admin Support

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

Benefits offered by this job

Group Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Retirement Savings Plan

Paid Sick Leave (PSL)

Job summary

Avispa MedOps is seeking a Facilities Help Desk Assistant & Admin Support to provide general Facilities administrative support and assist with the Help Desk function, receiving and dispatching maintenance requests for the employee population at our New York site.

Responsibilities include managing CMMS tickets, coordinating with facilities teams and vendors, handling document control, maintaining scheduling, and supporting event setups and after-hours activities as needed.

Qualifications

• 2-4 years of experience in building operations or facilities management.
• 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.

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.
• Serve as second person at the Facilities Help Desk, responding to employee service requests, logging and dispatching tickets to Facilities personnel and in-house vendors in real time, reviewing tickets for categorization and assignment.
• Coordinate landlord services by submitting tickets through landlord portals for various sites, including freight elevator reservations and after-hours HVAC services.
• Maintain and update Certificate of Insurance requirements for all vendors performing work in the building, including at other sites.
• Work with Facilities Supervisors and Management to track workload, adjust schedules, maintain preventive maintenance service schedules, and update the CMMS.
• Support event setups and late after-hours services, serve as a CMMS resource for other sites, and collaborate with team leaders, maintenance, and events staff.

Skills

Customer service

Building operations knowledge

Tools

Microsoft Office (Word, Excel, Outlook)

Slack

Ariba

ServiceNow

PowerPoint

CMMS

Job description

Facilities Help Desk Assistant & Admin Support 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 Assistantto provide general Facilities administrative support and assist with the Help Desk function, receiving and dispatching services for the employee population.

Facilities Help Desk Assistant & Admin Support 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.

Facilities Help Desk Assistant & Admin Support 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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