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Architectural firm located in Midtown, Manhattan is seeking to hire a Temp to Perm Facilities Administrative Assistant to support facilities operations. This position will start mid-September 2024. Monday - Friday onsite, 9:30am-6:30pm with 1 hour lunch + some flexibility for evening events (paid OT). Temp duration is approximately three months with potential to extend ahead of conversion.

Responsibilities:

• Main point of contact for Facilities/Mailroom Office. Receiving and sending packages. Creating FedEx labels, messenger requests, etc. Handling supplies requests, etc.
• Main point of contact between firm and vendors. Coordinating and scheduling repairs, as well as processing invoicing after completion.
• Main point of contact between firm and building management. Coordinating all freight elevator requests as well as cleaning requests. Following up until tasks are completed. Processing monthly billing.
• Alerting Facilities team when deliveries and pickups are to be made. Following up until tasks are completed.
• Communicating updates to Office and Facilities management.
• Expense processing for Office Manager.
• Handles all coordination between office and offsite storage. Including deliveries, returns and document destruction.
• Coordinates the closeout of large in-office storage site, including bin requests for items no longer needed.
• Coordinates closeout of offsite storage on west side of Manhattan.
• Assisting with in office Facilities tasks when members have vacation days
• Small cleaning tasks when needed
• Proactive in problem-solving to avoid issues before they happen.
• Handles other special projects and related duties as needed.

Qualifications:

• 2+ years' experience handling facilities operations in a corporate environment. Property management experience a plus.
• Professional and able to manage time well.
• Comfortable working in autonomous environment and assigning tasks to others.
• Moderate level of proficiency with Outlook, Word and Excel.
• Good problem-solving skills and sense of when to escalate issues to management.
• Ability to use good judgment and maintain confidentiality.
• Ability to work collaboratively and to interact with all staff on different levels consistently with diplomacy and integrity.
• Able to receive constructive criticism for the staff and/or firm's needs.
• Able to prioritize and multitask with little supervision; also flexible in reprioritizing as needed.
• Able to work under pressure as demanded by the needs of the firm
• Maintain an optimistic attitude. No-job-too-small mentality.

Compensation/Benefits:

• 65K-75K perm base salary DOE. Temp hourly rate paid in line
• Benefits start Day 1 as a perm employee. 100% of dental and vision (any depends too). 4 health care options, emp contributions, just self $23 per check. HSA and KPF gives $750 per year. 401K , PTO- depends on exp. 0-5 years, 10 vacation, 10 sick, 2 personal. 5-10 years- 15 vacation, 10+ 20 vacation days

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