Facilities & Workplace Assistant - Chappaqua, NY

The Community Preservation Corporation; Town of New Castle (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation

401(k) retirement plans with employer匹

Medical, dental, and vision benefits

Commuter benefits

PTO for vacation, personal days, sick,

Tuition assistance

Work from anywhere weeks

Summer Fridays

Collaborative spaces

Community service days

Employee development

Job summary

The Community Preservation Corporation (CPC) is seeking a Facilities Assistant for our Chappaqua office to ensure a safe, organized, and welcoming workplace. You will manage daily office readiness, supplies, mail, vendor coordination, and basic IT peripherals, partnering with Facilities and IT to keep the site running smoothly.

This on-site role is four days a week, with some travel as needed, and offers competitive pay and benefits including 401(k) matching, health coverage, commuter benefits,

Qualifications

• High school diploma or equivalent required; associate degree or training in facilities/operations a plus.
• 3–5 years of experience in office operations, facilities, hospitality, property management, or related role preferred.
• Strong customer-service mindset with professional, helpful and responsive approach.
• Ability to prioritize multiple requests, follow through, and communicate status clearly.
• Comfortable using Microsoft 365 apps and learning ticketing/work order systems.
• Experience with desk/room reservations or hoteling tools (Robin) is a plus.
• Basic troubleshooting skills for common office equipment (printers/copiers, A/V basics).
• Reliable attendance and punctuality; able to work independently in a satellite-office environment.

Responsibilities

• Office readiness: open/close office, daily walk-throughs, keep spaces clean, organized and functional.
• Supplies & inventory: maintain supplies, place orders, track deliveries, restock.
• IT supplies (as directed): on-site stock of common IT peripherals; coordinate orders with IT.
• Mail & shipping: sort mail, prepare shipments, coordinate courier, maintain logs.
• Facilities requests: triage and resolve common requests; escalate as needed.
• Vendor coordination: schedule on-site service visits; escort vendors; report issues.
• Safety & security: support badging, emergency preparedness, report hazards.
• Conference room & event support: set up rooms, coordinate catering, assist events.
• Hoteling & Robin app administration: manage desk/room bookings, troubleshoot access.
• Work orders & documentation: track requests, maintain inventories and contacts.
• Space standards: support moves and reconfigurations with approved vendors.
• Budget awareness: follow purchasing guidelines, assist with basic reconciliation.

Skills

Customer-service mindset

Prioritization

MS 365 proficiency

Office operations experience

Independent worker

Education

High school diploma or equivalent

Associate degree or training in facilities/operations

Tools

Robin desk reservations

Printers/copiers basic troubleshooting

Job description

About Us:

The Community Preservation Corporation (CPC) believes stable and sustainable affordable housing is the foundation of strong communities and we strive to contribute to comprehensive neighborhood revitalization through our lending and partnerships. A nationally recognized leader in affordable housing finance, CPC has provided a consistent source of capital to underserved housing markets throughout New York State since our inception in 1974.

Today, CPC stands as the largest CDFI solely committed to investing in multifamily housing, having invested more than $15 billion to finance the creation and preservation of more than 230,000 units of quality housing in neighborhoods across New York State and beyond. CPC has a robust construction lending platform, a mortgage bank, and equity and impact investment platforms that focus on our three goals: Expanding Affordable Housing, Closing the Racial Wealth Gap and Investing in the Green Economy.

As a member of our team, you'll have the opportunity to work on impactful projects that make a real difference in people's lives. We're looking for talented individuals who are passionate about our mission and share our values of commitment, respect, excellence, accountability, and collaboration.

Position Summary:

The Facilities Assistant supports day-to-day facilities and office operations for CPC’s Chappaqua office, ensuring a safe, clean, well-stocked, and professional workplace experience for employees and visitors. This role is hands-on and service-oriented, providing basic troubleshooting and coordination with vendors and internal partners to keep the office running smoothly.

What You’ll Do:

• Office readiness: Open/close office (as scheduled), complete daily walk-throughs, and address basic issues to keep shared spaces (reception, conference rooms, pantry, copy areas) clean, organized, and functional.

• Supplies & inventory: Maintain office, kitchen, and restroom supplies; place and track orders; receive deliveries; keep storage areas organized; restock refreshments and consumables.

  • IT supplies (as directed): Maintain on-site stock of common IT peripherals and conference room equipment (e.g., headsets, mice, keyboards, HDMI adapters, dongles, batteries, remotes) per standard list; submit requests/coordinate orders with IT; track usage and restock as needed.

• Mail & shipping: Sort and distribute incoming mail and packages; prepare outgoing shipments; coordinate courier pick-ups; maintain shipping logs as needed.

• Facilities requests: Serve as first point of contact for on-site facilities needs; triage and resolve common requests (e.g., furniture moves, minor repairs, basic troubleshooting) and elevate appropriately.

• Vendor coordination: Coordinate on-site service visits (cleaning, HVAC, plumbing, electrical, security, pest control, coffee/water, shredding, etc.); escort vendors as needed; confirm completion and report issues to the Facilities Manager.

• Safety & security: Support badging/access processes as directed; help maintain emergency supplies; participate in emergency preparedness (evacuation routes, drills, incident reporting); report hazards promptly.

• Conference room & event support: Set up rooms for meetings (seating, A/V basics, whiteboards); coordinate catering and clean-up; support small office events and visiting teams.

• Hoteling & Robin app administration: Manage day-to-day hoteling/desk booking for the office, including maintaining desk and room resources, supporting employees with reservations, posting local booking guidelines, and partnering with Facilities/IT to troubleshoot access or setup issues. Track recurring space conflicts and share utilization and improvement suggestions with the Director of Facilities Operations.

• Work orders & documentation: Track requests and work orders; document recurring issues; maintain simple inventories and vendor/service contact lists.

• Space standards: Support workspace moves, hoteling setups, and minor reconfigurations, including assembling light furniture and coordinating larger moves with approved vendors.

• Budget awareness: Follow purchasing guidelines and approvals; submit receipts/invoices and supporting details per CPC policy; assist with basic reconciliation or coding as requested.

• Other duties: Perform additional tasks in support of office operations, as assigned.

Skills and Experience:

• High school diploma or equivalent required; associate degree or additional training in facilities/operations is a plus.

• 3-5 years of experience in office operations, facilities, hospitality, property management, or a related role preferred.

• Strong customer-service mindset with a professional, helpful, and responsive approach.

• Ability to prioritize multiple requests, follow through, and communicate status clearly.

• Comfortable using Microsoft 365 applications (Outlook, Teams, Excel, Word) and learning ticketing/work order systems.

• Experience with desk/room reservation or hoteling tools (e.g., Robin) and maintaining space resources is a plus.

• Basic troubleshooting skills for common office equipment (printers/copiers, conference room A/V basics) preferred.

• Reliable attendance and punctuality; able to work independently in a smaller/satellite-office environment.
  

Physical Requirements & Work Environment:

• Regularly required to stand, walk, bend, and move throughout the office.

• Must be able to lift, carry, push, or pull up to 40–50 lbs (e.g., supply boxes) with or without reasonable accommodation.

• May occasionally use step stool/ladder for light tasks (e.g., changing batteries, stocking supplies), consistent with safety practices.

• Work is primarily on-site in the satellite office; schedule may align with office operating hours.

Schedule & Travel:

This position is primarily on-site (4 days a week, Mon-Thurs or as needed pending meetings and staff needs). Occasional travel to the main office or other company locations may be required for trainings or special projects.

What We Offer:

• Competitive compensation

• 401(k) retirement plans with employer match

• Medical, dental, and vision benefits for employees and their dependents

• Commuter benefits

• PTO for vacation, personal days, sick leave, holidays, jury duty, bereavement, parental leave, and disability

• Tuition assistance program

• Two “work from anywhere” weeks per year

• Summer Fridays

• Collaborative working spaces

• Service days to support our communities

• Employee development and engagement events

• More about our offerings and culture here

The salary range is $55,000 - $65,000, dependent on experience.

Applicants must be authorized to work in the United States. The Community Preservation Corporation does not provide employment sponsorship of any kind. Candidates are responsible for ensuring they meet all minimum qualifications for the position at the time of application.

The Community Preservation Corporation is an Equal Opportunity Employer and all employment-related decisions including recruitment, selection, evaluation, promotion, compensation, training and termination are made without regard to race, creed, color, national origin, sex, disability, marital status, status as a veteran, sexual orientation or gender identity, or any other protected status.