Administrative Support / Facilities Help Desk Assistant

Job Title: Administrative Support / Facilities Help Desk Assistant
Location: New York, NY 10036
Duration: 4 Months
Job Type: Temporary Assignment
Work Type: Onsite
Shift Timings: 9:00 AM to 6:00 PM

Job Description:

PRIMARY OBJECTIVE:

• Provide general Facilities related departmental support and assistance with the Help Desk function.
• Receive and dispatch services for the employee population.
• Individual will work a staggered shift alongside Facility personnel to ensure full service to the employee population as determined by Facilities Management.

PRINCIPAL RESPONSIBILITIES:

• Provide administrative support and clerical services inclusive of filing documents, records retention, organizing Facilities support documents and municipal records via file management tool.
• Sort drawings in centralized repository by floor/project.
• Responding to service requests generated by the employee population and logging in via Facilities computer maintenance management software (CMMS) system.
• Service calls are received directly into the CMMS system via OKTA or communicated via Slack, email, or a dedicated Help Desk phone number.
• Monitor tickets are dispatched to Facilities personnel and in house vendors in real time and track via the CMMS system.
• Review tickets submitted by employees ensuring proper categorization and assignments.
• Coordinate with Facilities Supervisors to ensure unassigned tickets are properly dispatched.
• Responsible for coordination of landlord services (via the Landlord's proprietary system) related to freight elevator reservations, after hours HVAC services or impairments, as related to maintenance, construction activity, events, or after-hours activities.
• Due to staggered shift coverage, work with second shift Facilities personnel related to assigned duties, event setups, late after-hours services (studio activity, screenings, white box and Sky Square events).
• Maintain and update the Certificate of Insurance requirements for all vendors performing work in the building for various departments who contact Facilities for coordination.
• This may include sites outside of 1515 Broadway.
• Work with Facilities Supervisors and Management to maintain preventive maintenance service schedules via the CMMS system and other tracking methods.
• Provide a centralized resource to other client sites utilizing the CMMS system communicating Facilities guidelines, procedures, and processes, as directed by VP Facilities Operations.
• Collaborate closely with departmental team leaders, maintenance personnel, landlord personnel, studio production, and the events team to ensure a smooth delivery of services.
• Provide updating of the Facilities related documents and drawings into the Facilities shared drive created and populated by Facilities Operations.
• Monitor other sites maintenance of similar documents with access from 1515 Broadway.

KNOWLEDGE AND SKILLS REQUIREMENTS:

• Ability to interface with various departments at various levels within the organization to solve issues utilizing available resources.
• Possess a positive customer service background and administrative skills.
• Must possess excellent organizational communication and people skills.
• Ability to meet deadlines and manage workload utilizing effective time management skills.
• Ability to communicate clearly in verbal and written form.
• Initiative-taking and self-motivated with a willingness to learn.
• Proficient follow up skills.

EXPERIENCE:

• Minimum of two to four (2-4) years' experience in building operations or facilities management exposure with an understanding of working in a corporate environment.
• Understanding of basic building operations systems and customer service.
• Experience with Facilities CMMS a plus.

EDUCATION:

• Minimum high school diploma required.
• Knowledge of basic computer skills such as Microsoft Office (Word, Excel, Outlook - PowerPoint is a plus) & Slack, Ariba, Service Now.