Facilities - Department Assistant

Creative Artists Agency•New York, NY

13d•Onsite

About The Position

Creative Artists Agency (CAA) is seeking an enthusiastic, proactive go-getter to join the New York office as a Facilities Department Assistant. The Facilities Department Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration. The Facilities Assistant has a projected career path into Corporate Facilities.

Requirements

BA/BS from an accredited University or College
Minimum 1 year of prior relevant facilities or operations, or assistant experience required
Ability to multitask in a fast-paced environment
Strong customer service, interpersonal, and communication skills
Physical ability; can lift 35-50 lbs.

Responsibilities

Manage administrative duties, which include monthly P-Card management, preparing expense reports, and additional office-related tasks.
Manage Facilities Lead calendar and phone.
Review office invoices, forward to Facilities Lead for approval and submittal to AP.
Assist Facilities Coordinator with office space planning & help keep space management system up to date (Office Space Software).
Schedule freight access for vendors in the building management portal and submit COI paperwork.
Assist Facilities Coordinator with setup for various Board Meetings, VIP Client Meetings, and Special Events, including but not limited to: CAA Halloween Party, Holiday events, Cheer Week, etc.
Assist with all facility-related requests.
Schedule vendors for maintenance issues.
Manage office and pantry supply requests for NE region offices (NY, Chicago, Toronto, and DC).
Coordinate new hire locations with IT and ensure setup is completed, including new hire materials, name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard).
Assist Facilities Manager with on-site office and workstation employee moves.
Assist Facilities Manager with ServiceNow ticketing requests.
Maintain supply closets, monitor and order inventory weekly, place all the orders for Facilities and Mailroom, and expense the costs
Create workstation and office name tags and install for all new hires and office moves.
Remove workstation and office name tags for all terminated employees and office moves.
Assist with communications with building management teams.
Manage office inventory for items in storage – maintain and update inventory list.
Maintain and organize all office keys.
Coordinate office repair requests through building portal – confirm completion.
Partner with Mailroom and Facilities Coordinator for all necessary supply orders.
Manage and coordinate the Mothers Room schedule, serve as point of contact for all nursing mothers returning to work, and ensure all necessary supplies are stocked and available.