Facilties Administrative Assistant at Beacon Hill Staffing Group, LLC
New York, NY
About the Job
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
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Salary
65,000 - 75,000 /year
