Facilities - Department Assistant

Job Description

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

The Facilities Assistant has a projected career path into Corporate Facilities.

Key Responsibilities

Responsible for all administrative facilities tasks, including:

• 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.

• Assist Facilities Coordinator with office space planning & help keep space management system up to date (Office Space Software).

• Schedule freight access for vendors in the building management portal and submit COI paperwork.

• Assist Facilities Coordinator with setup for various Board Meetings, VIP Client Meetings, and 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.

• Manage office and pantry supply requests for NE region offices (NY, Chicago, Toronto, and DC).

• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials, name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard).

• Assist Facilities Manager with on-site office and workstation employee moves.

• Assist Facilities Manager with ServiceNow ticketing requests.

• Maintain supply closets, monitor and order inventory weekly, place all the orders for Facilities and Mailroom, and expense the costs

• Create workstation and office name tags and install for all new hires and office moves.

• Remove workstation and office name tags for all terminated employees and office moves.

• Assist with communications with building management teams.

• Manage office inventory for items in storage – maintain and update inventory list.

• Maintain and organize all office keys.

• Coordinate office repair requests through building portal – confirm completion.

• Partner with Mailroom and Facilities Coordinator for all necessary supply orders.

• Manage and coordinate the Mothers Room schedule, serve as point of contact for all nursing mothers returning to work, and ensure all necessary supplies are stocked and available.

Requirements

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

Compensation

The base hourly rate for this position is in the range of $22.00 - $24.00/hour. This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Please provide complete and legible information.  An incomplete application may affect your consideration for employment.

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The absence of a permanent address is not a bar to employment. The Company does not discriminate against individuals based on housing status, including the absence of a fixed address.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.