Facilities Assistant

3 weeks ago

New York, New York, United States Michael Page Full time

About Our Client

Non profit organization

Job Description

Facilities Support

Respond to facilities-related tickets from employees and executivesMonitor the HVAC System including responding to alarms, making service calls, setting up monthly, quarterly and seasonal maintenance checkupsHandle coordinator of building shutdownsWork with building management to arrange for repairs and work ordersSchedule exterminator and office maintenance when neededLiaise with building management for fire and safety complianceOversee fire & safety by conducting staff emergency, safety and security trainings and orientationsCommunicate to the office staff when there are office fire drills, building activities and any updates regarding building locationManage and track building IDs and office security cardsArrange for office repairs and liaise with electricians, locksmiths, copy technicians, etc.General office upkeep, touch up paint, order equipment replacement partsEnsuring AED/CPR unit is in working order and schedule routine trainings

Administrative SupportAssist with general office upkeep and appearanceSupporting budgeting preparation for facilities and administrative expensesCommunicate and meet with outside vendors as neededServe as backup to Receptionist as neededAssist with conference room setup, ordering supplies, cleanup and general office appearanceAssist with coordinating meetings and conferences; meet/greet incoming guestsAssist with office wide desk moves and new hire setupEnsure that the office floor maps and seating assignments are up to dateCollect equipment and materials during employee off boardingTroubleshooting all office equipment issuesTrack inventory of office supplies & equipment and order as neededSubmit and pay invoices in a timely mannerTrack expenses against department's budgetsMaintain and update equipment and supply inventory

Mailroom SupportConduct employee orientation for UPS and FedEx accountsCreate shipping accounts and training on systemManage shipping and receiving for officeArrange for messengers/deliveriesSign for packages/messenger/deliveries and distribute within the officeFacilitate the delivery of confidential and sensitive mail to the Development Department, Finance, and Office of the President & Director CounselScan checks and send batches via email to Development and AccountingSorting and distribution of mail/preparing and mass mailingsPost office runs for certified mail, special deliveriesFile the postage meter and ordering suppliesOrder and maintain sufficient inventory of office, pantry, paper and janitorial supplies, including researching pricingAssist IT Department with new employee setup, troubleshooting and other projects, when needed

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.

The Successful Applicant

Must have 2-4+ years of experience within Facilities/AdministrationMust be able to work on-site Monday to Friday 9am-5pmMust be immediately available to start a new roleRole is located in the Financial DistrictStrong attention to detailExcellent written & verbal communication skillsAdaptable to change & able to work in a fast paced environment What's on Offer

This is a contract to hire position based on performance.

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