Facilities Operations Assistant

SUMMIT One Vanderbilt•New York, NY

6d•Onsite

About The Position

At SUMMIT One Vanderbilt, we believe in creating an environment that takes our guests on a journey of emotional and physical connections. It is our promise that we will deliver this experience every day by making sure that we are unified in our values of Attitude, Creativity, Safety, and Professionalism.

Requirements

Computer skills (Excel, Word, Teams, etc.).
Strong skills in compiling, writing, and presenting reports clearly and effectively
Proven ability to prioritize workloads and manage multiple projects simultaneously
Is a proven team player with the ability to drive teams to work efficiently and precisely

Nice To Haves

Bachelor’s degree preferred, but not required
Prior experience in a hospitality or venue environment is a plus
Must have demonstrated leadership and guidance of people and programs

Responsibilities

Prepare and deliver regular reports on facility operations, project status, and maintenance activities to management and key stakeholders, ensuring transparency and informed decision-making.
Coordinate internal and external meetings, site visits, and inspections. Maintain calendars for the facilities team and assist with scheduling recurring maintenance or contractor work.
Develop and maintain detailed reports covering maintenance activities, repairs, elevator status, and project outcomes to support strategic planning and operational efficiency.
Support the COI process by verifying that all vendors provide current insurance documentation and comply with safety and liability requirements.
Track and review all work orders to ensure timely completion, adherence to quality standards, and proper documentation of services rendered.
Serve as a point of contact between Summit One Vanderbilt and base building management. Coordinate meetings and assist in resolving operational issues collaboratively.
Process vendor invoices accurately and ensure proper cost center coding in line with budgetary controls and financial reporting requirements.
Provide general administrative support such as answering phones, ordering office/facility supplies, preparing memos, and supporting onsite and corporate office team members.
Assist with logging, and escalating incident reports as needed. Ensure accurate documentation, timely communication with relevant teams, and proper follow-up on open items to support safety, and operational awareness.
Enter and maintain incident reports in the Building Engines platform to ensure accurate documentation of on-site issues or events. This includes inputting key details, categorizing incidents appropriately, and updating reports as needed for follow-up or resolution tracking.