Facilities Assistant

The Community Preservation Corporation • Chappaqua, NY

3d • $55,000 - $65,000 • Hybrid

About The Position

The Facilities Assistant supports day-to-day facilities and office operations for CPC’s Chappaqua office, ensuring a safe, clean, well-stocked, and professional workplace experience for employees and visitors. This role is hands-on and service-oriented, providing basic troubleshooting and coordination with vendors and internal partners to keep the office running smoothly.

Requirements

• High school diploma or equivalent required; associate degree or additional training in facilities/operations is a plus.
• 3-5 years of experience in office operations, facilities, hospitality, property management, or a related role preferred.
• Strong customer-service mindset with a professional, helpful, and responsive approach.
• Ability to prioritize multiple requests, follow through, and communicate status clearly.
• Comfortable using Microsoft 365 applications (Outlook, Teams, Excel, Word) and learning ticketing/work order systems.
• Experience with desk/room reservation or hoteling tools (e.g., Robin) and maintaining space resources is a plus.
• Basic troubleshooting skills for common office equipment (printers/copiers, conference room A/V basics) preferred.
• Reliable attendance and punctuality; able to work independently in a smaller/satellite-office environment.
• Applicants must be authorized to work in the United States.
• Candidates are responsible for ensuring they meet all minimum qualifications for the position at the time of application.

Nice To Haves

• associate degree or additional training in facilities/operations
• Experience with desk/room reservation or hoteling tools (e.g., Robin) and maintaining space resources
• Basic troubleshooting skills for common office equipment (printers/copiers, conference room A/V basics)

Responsibilities

• Office readiness: Open/close office (as scheduled), complete daily walk-throughs, and address basic issues to keep shared spaces (reception, conference rooms, pantry, copy areas) clean, organized, and functional.
• Supplies & inventory: Maintain office, kitchen, and restroom supplies; place and track orders; receive deliveries; keep storage areas organized; restock refreshments and consumables.
• IT supplies (as directed): Maintain on-site stock of common IT peripherals and conference room equipment (e.g., headsets, mice, keyboards, HDMI adapters, dongles, batteries, remotes) per standard list; submit requests/coordinate orders with IT; track usage and restock as needed.
• Mail & shipping: Sort and distribute incoming mail and packages; prepare outgoing shipments; coordinate courier pick-ups; maintain shipping logs as needed.
• Facilities requests: Serve as first point of contact for on-site facilities needs; triage and resolve common requests (e.g., furniture moves, minor repairs, basic troubleshooting) and escalate appropriately.
• Vendor coordination: Coordinate on-site service visits (cleaning, HVAC, plumbing, electrical, security, pest control, coffee/water, shredding, etc.); escort vendors as needed; confirm completion and report issues to the Facilities Manager.
• Safety & security: Support badging/access processes as directed; help maintain emergency supplies; participate in emergency preparedness (evacuation routes, drills, incident reporting); report hazards promptly.
• Conference room & event support: Set up rooms for meetings (seating, A/V basics, whiteboards); coordinate catering and clean-up; support small office events and visiting teams.
• Hoteling & Robin app administration: Manage day-to-day hoteling/desk booking for the office, including maintaining desk and room resources, supporting employees with reservations, posting local booking guidelines, and partnering with Facilities/IT to troubleshoot access or setup issues. Track recurring space conflicts and share utilization and improvement suggestions with the Director of Facilities Operations.
• Work orders & documentation: Track requests and work orders; document recurring issues; maintain simple inventories and vendor/service contact lists.
• Space standards: Support workspace moves, hoteling setups, and minor reconfigurations, including assembling light furniture and coordinating larger moves with approved vendors.
• Budget awareness: Follow purchasing guidelines and approvals; submit receipts/invoices and supporting details per CPC policy; assist with basic reconciliation or coding as requested.
• Other duties: Perform additional tasks in support of office operations, as assigned.

Benefits

• Competitive compensation
• 401(k) retirement plans with employer match
• Medical, dental, and vision benefits for employees and their dependents
• Commuter benefits
• PTO for vacation, personal days, sick leave, holidays, jury duty, bereavement, parental leave, and disability
• Tuition assistance program
• Two “work from anywhere” weeks per year
• Summer Fridays
• Collaborative working spaces
• Service days to support our communities
• Employee development and engagement events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED