Facilities and Operations Assistant

Cambridge Information Group Inc•New York, NY

6h•Onsite

About The Position

The Facilities and Operations Assistant supports the day-to-day running of Edconic NY’s physical environments and front-of-house operations across the organization’s portfolio of programs and institutions in New York City, including Sotheby’s Institute of Art NY, School of the New York Times, Vogue College of Fashion, and WIRED Education. Reporting to the Facilities and Operations Manager, this role is the first point of contact for staff, faculty, students, and visitors at 570 Lexington Avenue. The assistant owns front desk coverage, visitor and access logistics, supply and pantry management, routine vendor coordination, and administrative support for the facilities function, freeing the Facilities and Operations Manager to focus on strategic projects, compliance, and budget oversight. The role also provides direct support to the rotating Graduate Assistant team and to after-hours events and programming. This is a full-time, on-site position based at 570 Lexington Avenue. The assistant also serves as the formal backup to the Facilities and Operations Manager during periods of planned or unplanned absence, ensuring continuity of facility operations across all Edconic NY programs.

Requirements

Strong educational and customer service orientation with the ability to represent Edconic NY and its programs in a professional manner
Excellent verbal and written communication skills, with the ability to interact confidently with staff, faculty, students, vendors, and visitors
Highly organized, detail-oriented, and able to prioritize multiple concurrent tasks with minimal supervision
Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning operational platforms such as Prism, room booking systems, and visitor management tools
Basic understanding of audiovisual setups or willingness to troubleshoot common classroom technology issues in partnership with IT
Ability to take initiative and direct others calmly and effectively in emergency situations
Discretion and sound judgment in handling confidential information and sensitive situations
Dependable, punctual, adaptable, and motivated to learn new skills as operational needs evolve
Strong interpersonal skills and the ability to work effectively within a small team and across multiple programs and stakeholders
Must be legally authorized to work in the United States

Nice To Haves

Prior experience in higher education, cultural, luxury, or customer-facing environments a plus
Experience with work order systems, visitor management platforms, or room booking tools strongly preferred

Responsibilities

Serve as the primary daytime front desk presence for Edconic NY spaces on the 6th floor, greeting staff, faculty, students, and visitors in a professional and welcoming manner
Answer and direct incoming calls through the main phone line and phone tree system, routing inquiries to the appropriate program or department
Monitor and triage the general facilities administrative email inbox, responding to routine inquiries and escalating as needed
Maintain a clean, organized, and presentable reception and common area environment at all times
Provide accurate, real-time information about programs, calendars, and events to students, faculty, staff, and visitors across all Edconic NY brands
Operate the visitor registration system on a day-to-day basis, processing check-ins and maintaining accurate visitor logs in coordination with Feil Organization security
Support access control and ID/security system administration, including routine ID card issuance, deactivation, and record keeping under the direction of the Facilities and Operations Manager
Escalate emergencies, safety concerns, and security issues to the Facilities and Operations Manager and appropriate authorities promptly
Own day-to-day inventory of office, classroom, pantry, and cleaning supplies across all Edconic NY program spaces
Place routine supply orders within approved budget thresholds, track deliveries, and maintain organized stockrooms and storage units
Monitor pantry and common areas consumables and restock proactively
Flag recurring usage patterns and cost-saving opportunities to the Facilities and Operations Manager
Support the day-to-day use of the room booking system, including reservations, conflict resolution, and setup coordination for classrooms, conference rooms, and shared spaces
Provide logistical support for Edconic NY events across programs, including artist lectures, career workshops, admissions events, academic ceremonies, and exhibitions
Work with IT to troubleshoot and assist presenters with audiovisual and classroom technology issues
Support evening and weekend event coverage as needed, including room setup, breakdown, and after-hours building closing procedures
Submit, track, and close out routine work orders and maintenance requests through Prism in coordination with Feil Organization staff
Serve as a day-to-day point of contact for cleaning, general maintenance, signage, and locksmith vendors on routine visits and service calls
Escort and supervise vendors on-site, verifying completed work and reporting discrepancies to the Facilities and Operations Manager
Assist with routine signage placement, replacement, and upkeep across Edconic NY spaces, ensuring compliance with landlord and institutional standards
Serve as the daytime operational lead for the rotating team of 5–6 Graduate Assistants, providing on-the-ground guidance, task hand-offs, and shift support
Support the Facilities and Operations Manager with GA scheduling, shift coverage, and day-to-day coordination across program spaces
Help onboard new Graduate Assistants each semester, walking them through procedures, emergency protocols, and building systems
Model a service-first, professional standard for the GA team and reinforce performance expectations during daily operations
Assist the Facilities and Operations Manager with logistics for art exhibitions presented within Edconic NY spaces, including installation, takedown, and condition checks
Support routine upkeep and monitoring of the Sotheby’s Institute of Art NY collection displayed across program spaces
Serve as the formal backup to the Facilities and Operations Manager during planned and unplanned absences, ensuring continuity of day-to-day operations across all Edconic NY programs
Act as the primary on-site point of contact for staff, faculty, vendors, Feil Organization building management, and program leadership when the Facilities and Operations Manager is out of office
Monitor and triage urgent facilities issues during coverage periods, escalating decisions that exceed assigned authority while handling routine matters independently
Maintain clear handoff documentation before and after coverage periods to ensure the Facilities and Operations Manager is fully briefed on activity during any absence
Maintain the shared facilities calendar, keeping records of vendor visits, deliveries, events, and maintenance activities across all programs
Help draft, format, and distribute routine operational communications, notices, and documentation on behalf of the facilities function
Maintain organized digital and physical files for vendor records, supply orders, visitor logs, and work orders
Support the Facilities and Operations Manager with other administrative and project-based tasks as assigned