Global Operations – Facilities Assistant

Creative Artists Agency (CAA)

The Role:

CAA is seeking an enthusiastic proactive go-getter to join the New York office as a Facilities Assistant. The Facilities Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration.

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
• Update CAA employee list monthly into the building management portal
• Assist with office space planning & keep space management system up to date (IWMS/CMMS - Space IQ)
• Schedule freight access for vendors in the building management portal and submit COI paperwork
• Assist with setup of 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
• Manages office supply requests for NE region offices (NY, Chicago and Toronto)
• Coordinate new hire locations with HR, MR and IT and ensure setup is completed, including name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard)
• Coordinate on-site office moves
• Work with Tech/MR on equipment moves
• Maintains supply closets, monitor and order inventory weekly, places all the orders for Facilities and Mailroom and expenses the costs
• Creates workstation name tags and install at workstation for all new hires and office moves
• Remove workstation name tags for all terminated employees and office moves
• Assist with communications with building management teams
• Reconcile monthly billing for Fedex, XPO and Iron Mountain
• Manage office inventory for items in storage – maintains and updates inventory list
• Maintains and organizes all office keys
• Coordinates office repair requests through building portal – confirms completion
• Assist with reception duties – coverage and training when needed
• Partner with Mailroom for all necessary supply orders

Qualifications:

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