Facilities & Office Operations Assistant – NYC

Global Sports Jobs Limited; New York (NY); Vor Ort; USD 30.000 - 33.000; Vollzeit

Benefits dieser Stelle

Benefits package

Medical insurance

Paid time off

Zusammenfassung

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.

Qualifikationen

• 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.

Aufgaben

• 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.

Kenntnisse

Multitasking

Customer service

Communication skills

Interpersonal skills

Ausbildung

BA/BS degree

Tools

Office Space Software

ServiceNow

Jobbeschreibung

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.