Facilities Department Assistant

This is a Full Time Job

Job Description

The Role

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

The Facilities Assistant has a projected career path into Corporate Facilities.

Key Responsibilities

Responsible for all administrative facilities tasks, including:
• 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.
• Assist Facilities Coordinator with office space planning & help keep space management system up to date (Office Space Software).
• Schedule freight access for vendors in the building management portal and submit COI paperwork.
• Assist Facilities Coordinator with setup for various Board Meetings, VIP Client Meetings, and 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.
• Manage office and pantry supply requests for NE region offices (NY, Chicago, Toronto, and DC).
• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials, name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard).
• Assist Facilities Manager with on-site office and workstation employee moves.
• Assist Facilities Manager with ServiceNow ticketing requests.
• Maintain supply closets, monitor and order inventory weekly, place all the orders for Facilities and Mailroom, and expense the costs
• Create workstation and office name tags and install for all new hires and office moves.
• Remove workstation and office name tags for all terminated employees and office moves.
• Assist with communications with building management teams.
• Manage office inventory for items in storage – maintain and update inventory list.
• Maintain and organize all office keys.
• Coordinate office repair requests through building portal – confirm completion.
• Partner with Mailroom and Facilities Coordinator for all necessary supply orders.
• Manage and coordinate the Mothers Room schedule, serve as point of contact for all nursing mothers returning to work, and ensure all necessary supplies are stocked and available.

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