Facilities Associate

The Job Details are as follows: Role Overview: In the role of Facilities Associate, in the New York office it is anticipated that the employee be able to work collaboratively and effectively with all levels of management, staff, clients, external partners / supplier and regulatory agencies. The employee will be responsible for the following: Facilities duties Order any necessary supplies for the office: kitchen, bathroom and other stock Stock kitchen – ensure that everything is neat and proper Unpack food vendor deliveries Stock bathroom with necessary supplies Coffee machine maintenance Order any necessary supplies for the office: kitchen, bathroom and other stock Distribute packages and mail as delivered for the day Sort trade confirmations and ship to offsite storage Order and assemble furniture as needed Maintain physical appearance of office and ensure all facilities are in working order Reach out to the appropriate contractor/vendor for each job Communicate with building engineers to handle office repairs and other requests Track the status of various projects throughout the office Prepare cost analyses to make certain the firm pays the best possible price Office supply and snack/food ordering Monitor pantry, take stock and order daily/weekly Maintain facilities budget Assist with organizing/tracking accounts payable invoices and submit for approval Periodically provide executive level support & coordination Maintain Internal Visit Calendar for employees and Guests (work close w/IT ): Add visitors to Visit Calendar, Enter all guests into building security portal, Communicate with IT with the visitors desk locations, Track and reply to all visit emails pertaining to the location, Ensure Guest Desks are set up and stocked with basic supplies Facilitate moves and seating for new employees starting at the office Manage floorplan in WISP and Robin: Add, change or vacate employees from office seating charts; Create possible scenarios to workout future seating possibilities for manager approval in both WISP and Adobe Photoshop; Run reports as needed Coordinate new hire seating between teams Keep an open dialogue between the facilities, admin and IT teams regarding seating/moves Assist in scheduling team for larger scale moves and coordination with contractors if needed Communicate with all users involved and reach diplomatic solutions among existing teams to place employees in the best seat possible for workflow Business Mail, Shipping & Courier Service Needs: Ship out business/office related items via UPS, FedEx, USPS; Distribute packages and mail as delivered for the office daily; arrange courier services as needed Monitor security for global offices: Order, install and monitor cameras; Coordinate low voltage technicians and IT to run wires/patch and port cameras; Activate and deactivate employee ID cards in CCure; Maintain list of current employees and their contact info in security software; File request for access paperwork with building security for all contractors doing work in office; Key Card and access management Coverage of the reception desk – (back-up role): Professionally answer, screen and route all incoming call; Greet guests in a professional, friendly, hospitable manner; Maintain calendar schedule of guest visitor offices/desks and conference rooms; Prepare conference rooms prior to guests arrival; Order catering for meetings, as needed for the business Lunch: Assist with lunch rush, keeping lunches & kitchen tidy & organized. Onboarding support for new hires: Building ID badges; Initial office supplies/desk set up; Office Tour Prepare reception, conference rooms and guest areas for the following business day Work closely with all other BAM offices on business related ad-hoc project needs, requests and all other coordination. Special projects/event planning for business or office related activities as assigned Management of staff in facilities (BAM employees or contractors) Temp employee/supplier management