Facilities Assistant

• Respond to facilities-related tickets from employees and executives
• Monitor the HVAC System including responding to alarms, making service calls, setting up monthly, quarterly and seasonal maintenance checkups
• Handle coordinator of building shutdowns
• Work with building management to arrange for repairs and work orders
• Schedule exterminator and office maintenance when needed
• Liaise with building management for fire and safety compliance
• Oversee fire & safety by conducting staff emergency, safety and security trainings and orientations
• Communicate to the office staff when there are office fire drills, building activities and any updates regarding building location
• Manage and track building IDs and office security cards
• Arrange for office repairs and liaise with electricians, locksmiths, copy technicians, etc.
• General office upkeep, touch up paint, order equipment replacement parts
• Ensuring AED/CPR unit is in working order and schedule routine trainings

• Assist with general office upkeep and appearance
• Supporting budgeting preparation for facilities and administrative expenses
• Communicate and meet with outside vendors as needed
• Serve as backup to Receptionist as needed
• Assist with conference room setup, ordering supplies, cleanup and general office appearance
• Assist with coordinating meetings and conferences; meet/greet incoming guests
• Assist with office wide desk moves and new hire setup
• Ensure that the office floor maps and seating assignments are up to date
• Collect equipment and materials during employee off boarding
• Troubleshooting all office equipment issues
• Track inventory of office supplies & equipment and order as needed
• Submit and pay invoices in a timely manner
• Track expenses against department's budgets
• Maintain and update equipment and supply inventory

• Conduct employee orientation for UPS and FedEx accounts
• Create shipping accounts and training on system
• Manage shipping and receiving for office
• Arrange for messengers/deliveries
• Sign for packages/messenger/deliveries and distribute within the office
• Facilitate the delivery of confidential and sensitive mail to the Development Department, Finance, and Office of the President & Director Counsel
• Scan checks and send batches via email to Development and Accounting
• Sorting and distribution of mail/preparing and mass mailings
• Post office runs for certified mail, special deliveries
• File the postage meter and ordering supplies
• Order and maintain sufficient inventory of office, pantry, paper and janitorial supplies, including researching pricing
• Assist IT Department with new employee setup, troubleshooting and other projects, when needed

• Must have 2-4+ years of experience within Facilities/Administration
• Must be able to work on-site Monday to Friday 9am-5pm
• Must be immediately available to start a new role
• Role is located in the Financial District
• Strong attention to detail
• Excellent written & verbal communication skills
• Adaptable to change & able to work in a fast paced environment

Michael Page