Facilities Assistant

This is a Full Time Job


The Role

CAA is seeking an enthusiastic proactive go-getter to join the New York office as a Facilities Assistant. The Facilities Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration.

Responsibilities:

Responsible for all administrative facilities tasks to include:
• Manage administrative duties which include, monthly P-Card management, preparing expense reports, and additional office related tasks
• Manage Facilities Lead calendar and phone
• Review office invoices, forward to Facilities Lead for approval and submittal to AP
• Update CAA employee list monthly into the building management portal
• Assist with office space planning & keeps space management system up to date (IWMS/CMMS - Space IQ)
• Schedule freight access for vendors in the building management portal and submit COI paperwork
• Assist with setup of special events, including but not limited to: CAA Halloween Party, Holiday events, Cheer Week, etc.
• Assist with all facility related requests
• Schedule vendors for maintenance issues
• Manages office supply requests for NE region offices (NY, Chicago and Toronto)
• Coordinate new hire locations with HR, MR and IT and ensure setup is completed, including name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard)
• Coordinate on-site office moves
• Work with Tech/MR on equipment moves
• Maintains supply closets, monitor and order inventory weekly, places all the orders for Facilities and Mailroom and expenses the costs
• Creates workstation name tags and install at workstation for all new hires and office moves
• Remove workstation name tags for all terminated employees and office moves
• Assist with communications with building management teams
• Reconcile monthly billing for Fedex, XPO and Iron Mountain
• Manage office inventory for items in storage – maintains and updates inventory list
• Maintains and organizes all office keys
• Coordinates office repair requests through building portal – confirms completion
• Assist with reception duties – coverage and training when needed
• Partner with Mailroom for all necessary supply orders

Qualifications:
• BA/BS from an accredited University or College preferred or equivalent experience
• Minimum 1 year of prior relevant facilities or operations, or assistant experience required
• Ability to multi-task in a fast-paced environment
• Strong customer service, interpersonal and communication skills
• Physical ability; can lift 35-50 lbs.

Location: This is a hybrid role out of our New York, NY office which requires 4 days on-site.

Compensation: The base hourly rate for this position is $22.00 - $27.00. This position also is eligible for benefits and discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.