Assistant, Facility

Cantor Fitzgerald•New York, NY

1d•Onsite

About The Position

Provide assistance in all administrative aspects of facility management administration and reporting while also covering the reception desk. Responsible for responding to tenant/customer service requests serving a portfolio of corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual. Analysis and determination of information requests and follow-up.

Requirements

High School diploma or General Education Degree (GED) required
Proficient in MS Word, MS Excel, E-Mail.
Ability to work independently with minimal supervision.
Flexibility to handle changing priorities and projects.
Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.
Strong business vocabulary, grammar, and effective communication skills.
Discretion regarding personnel and industry-related matters.
Excellent interpersonal skills and outgoing personality.
Attention to detail.

Responsibilities

Assist with coordinating meetings and setting up catering for meetings.
Coordinate with Facility team in property-related documents administration - letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics.
Ensure timeliness and accuracy of documents.
Coordinate tenant service requests pertaining to property operations and administration.
Maintain a professional image to internal and external callers.
Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
Perform standard receptionist duties including greeting visitors, answering calls and general inquiries.
Register visitors and obtain badges for new hires.
Compile information, prepare and update reports or process other documents as required: Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
Prepare and review vendor invoices.
Date stamp, code/process for Facility Manager review/approval and enter into the accounting system.
Oversee copying and mail distribution within designated area.
Monitor and order general office supplies as needed.
Ensure assigned office equipment is adequately maintained and secure.
Contact and coordinate with vendors to service or repair equipment.
May perform other duties as assigned.