Global Operations - Facilities Professional

This is a Full Time Job


Who We Are

The Role

The Facilities Professional will play a critical role in ensuring the smooth operation of the New York office, providing a safe, efficient, and comfortable working environment for all employees. This position requires an experienced individual who is adept at handling high-pressure situations and can provide high-level, white-glove service. The Facilities Specialist will assist the NY Facilities Lead with ongoing projects, space planning, office moves, and the maintenance of facilities management software. The ideal candidate will possess a strong ability to manage multiple priorities simultaneously and build trusting relationships with all organizational stakeholders through credibility, reliability, effective responsiveness, and efficient communication.

Key Responsibilities
• Project Assistance: Assist the NY Facilities Lead with ongoing projects to improve and maintain the office environment.
• Space Planning & Office Moves: Help with space planning and coordinating office moves to ensure efficient use of office space.Software Maintenance: Maintain the New York space planning software and space assignments, and coordinate the migration to a new system.
• Workflow Management: Utilize the Facilities department software to manage workflows and assign tasks to Facilities team members.
• Vendor Coordination: Coordinate vendor deliveries, storage maintenance, and securing supplies and materials.
• Office Moves & Setup Verification: Verify that all office moves and new hire setups are completed to standard.
• Guest Office Calendar Maintenance: Maintain the guest office calendar to manage office space effectively.
• Facilities Walkthroughs: Complete facilities walkthroughs to ensure all common areas and office spaces are well-maintained.
• Event Liaison: Act as a liaison with the Events Team on screenings and events.
• Relationship Building: Build trusting relationships with all organizational stakeholders through credibility, reliability, effective responsiveness, and efficient communication to foster a collaborative and efficient work culture.
• Process Streamlining: Opportunity to streamline facilities processes across multiple locations, working closely with colleagues in different offices.
• White Glove Service: Provide bespoke, white-glove service to all employees, ensuring a high standard of facilities support.
• Professionalism Under Pressure: Handle stressful situations calmly and professionally, maintaining a high level of service even in high-pressure environments.
• Manages and coordinates meetings, deliverables, and critical project communication.
• Coordinates with the building/landlord/property management company for all vendors, deliveries, and COIs.
• Maintain accurate records and documentation for all facility-related activities.
Prepare reports on facility operations, maintenance activities, and project progress.
• Assist in the development of the facility management budget and track and reconcile expenses.
• Assist with keeping weekly activity reports and producing department metrics.
• Review P-Card expenses and process invoices for payment.
• Other Duties: Perform other projects and tasks as assigned.

Requirements
• 5+ years of experience in a facilities management or related role.
• Experience in space planning and office moves.
• Experience with facilities management software is a plus.
• Previous experience in high-pressure environments with a focus on delivering high-quality service.
• Proficiency in facilities management software (e.g., space planning software).
• Strong project management skills.
• Ability to coordinate and manage office moves and space planning.
• Vendor management experience.
• Basic knowledge of building maintenance and office equipment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to build and maintain effective working relationships.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability to changing priorities.
• Strong customer service orientation.
• Ability to multitask and manage multiple priorities simultaneously.
• Experience working in high-pressure environments.
• Professionalism and composure under stress.

Location and Work Conditions
• Monday - Friday: 9:00am - 6:00pm in our New York office.
• May require occasional lifting or movement of office equipment/supplies.
• Will involve cross-functional collaboration across all departments of a global entertainment agency.

Compensation

The annual base salary for this position is in the range of $78,000 - $99,000. This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary 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.