Facilities Help Desk Assistant & Admin Support

Avispa Technology•New York, NY

1d•Onsite

About The Position

A leading digital streaming network seeks an Admin Support & Help Desk Assistant to provide general administrative support for the Facilities department and the VP of Facilities Operations, while assisting with the Help Desk function. The role receives and dispatches service requests for the employee population and works onsite in New York, NY. This is a 4-month W-2 assignment scheduled for 40 hours per week, with an hourly pay rate of $28. The stated shift is 9:00 AM to 6:00 PM, with staggered shift coverage as determined by Facilities Management. The position performs clerical and administrative tasks, maintains Facilities records and documents, and serves as a second person at the Facilities Help Desk. It processes employee requests through the CMMS, Slack, email, and a dedicated phone line; coordinates ticket assignment and closure; and arranges landlord services, vendor insurance documentation, maintenance schedules, and support for assigned duties and events.

Requirements

2–4 years of experience in building operations or facilities management.
Understanding of working in a corporate environment.
Understanding of basic building operations systems and customer service.
Basic computer skills, including Microsoft Office (Word, Excel, and Outlook), Slack, Ariba, and ServiceNow.

Nice To Haves

PowerPoint experience.
Experience with Facilities CMMS.

Responsibilities

Perform routine clerical and administrative functions for the Facilities department and the VP of Facilities Operations, including drafting correspondence, filing, records retention, and organizing paper and electronic files.
Maintain Facilities support documents and municipal records using file management tools; sort drawings in a centralized repository by floor and project; update Facilities documents and drawings; and monitor similar document maintenance at other sites.
Serve as the second person at the Facilities Help Desk and respond to employee service requests received through the CMMS, Slack, email, or a dedicated Help Desk phone line.
Log and dispatch tickets to Facilities personnel and in-house vendors in real time, review tickets for categorization and assignment, coordinate with Facilities Supervisors to dispatch unassigned tickets, and close tickets.
Coordinate landlord services by submitting requests through landlord portals for various sites, including freight elevator reservations and after-hours HVAC services or impairments related to maintenance, construction, events, or after-hours activities.
Maintain and update Certificate of Insurance requirements for vendors working in the building and at other sites, and submit insurance forms to landlords.
Work with Facilities Supervisors and Management to track maintenance personnel workload, adjust schedules, maintain preventive maintenance service schedules, and make changes to the CMMS system.
Support assigned duties, event setups, and late after-hours services such as studio activity, screenings, and events.
Serve as a centralized CMMS resource for other sites by communicating Facilities guidelines, procedures, and processes.
Collaborate with departmental team leaders, maintenance and landlord personnel, studio production, and the events team.