Administrative Support

Administrative Support

Location: New York, NY

Schedule/Shift: 9:00 AM-6:00 PM

Pay:$26.00 - $28.00 per hour

Job Summary

The Administrative Support / Facilities Help Desk Assistant provides clerical, administrative, and facilities coordination support in a corporate office environment. This role manages facilities service requests through a Computerized Maintenance Management System (CMMS), monitors communications, dispatches maintenance tickets, and coordinates services with facilities personnel, vendors, and building management. Additional responsibilities include document management, filing, tracking vendor insurance documentation, and supporting facilities operations leadership. The ideal candidate has facilities or building operations exposure, strong customer service skills, and the ability to manage multiple priorities in a fast-paced environment.

Job Responsibilities

• 
  

  Provide general administrative and clerical support, including filing, document organization, correspondence, and electronic records management.

  
  
• 
  

  Receive, review, categorize, and enter employee facilities service requests into the CMMS.

  
  
• 
  

  Monitor service requests received through email, Slack, phone, and electronic ticketing systems.

  
  
• 
  

  Dispatch facilities tickets to maintenance personnel and vendors and monitor progress through completion.

  
  
• 
  

  Coordinate with facilities supervisors to ensure unassigned tickets are properly reviewed and dispatched.

  
  
• 
  

  Track, update, and close service requests while maintaining accurate documentation.

  
  
• 
  

  Coordinate landlord services, including freight elevator reservations, after-hours HVAC requests, and building maintenance activities.

  
  
• 
  

  Track and maintain vendor Certificates of Insurance and submit required documentation to building management.

  
  
• 
  

  Assist with preventive maintenance schedules and maintenance workload tracking.

  
  
• 
  

  Organize facilities documents, drawings, municipal records, and electronic files.

  
  
• 
  

  Sort and maintain building drawings and project documents in shared repositories.

  
  
• 
  

  Monitor multiple communication channels and provide timely follow-up on outstanding requests.

  
  
• 
  

  Coordinate with facilities personnel, vendors, landlord representatives, maintenance teams, and other departments.

  
  
• 
  

  Provide administrative support to facilities leadership and assist with special assignments as needed.

  
  
• 
  

  Support facilities operations and service coordination across additional locations when assigned.

  
  

Job Requirements

• 
  

  Minimum of 2-4 years of experience in building operations, facilities management, or related administrative support.

  
  
• 
  

  Exposure to corporate facilities operations and basic building systems.

  
  
• 
  

  Strong customer service and administrative support skills.

  
  
• 
  

  Proficiency with Microsoft Office applications, including Word, Excel, and Outlook; PowerPoint is a plus.

  
  
• 
  

  Experience using Slack and other workplace communication platforms.

  
  
• 
  

  Strong organizational, communication, and interpersonal skills.

  
  
• 
  

  Ability to manage multiple requests, prioritize workload, and meet deadlines.

  
  
• 
  

  Strong follow-up skills and attention to detail.

  
  
• 
  

  Ability to communicate professionally with employees, management, vendors, and maintenance personnel.

  
  
• 
  

  Self-motivated, proactive, and willing to learn new systems and procedures.

  
  
• 
  

  Ability to work onsite in New York, NY, during the assigned schedule.

  
  

Education

• 
  

  High school diploma or equivalent required.

  
  

Preferred Qualifications

• 
  

  Experience with Facilities Computerized Maintenance Management Systems (CMMS).

  
  
• 
  

  Familiarity with ServiceNow, Ariba, or similar service management and procurement platforms.

  
  
• 
  

  Experience coordinating maintenance tickets, vendor services, building operations, or facilities requests.

  
  
• 
  

  Experience tracking vendor insurance documentation and coordinating with property management.

  
  
• 
  

  Familiarity with preventive maintenance scheduling and facilities document management.

  
  

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

By applying, you are providing consent for Equiliem to engage with you via phone calls, AI-generated calls, AI-generated text messages, standard text messages, and/or emails to share job opportunities. Consistent with our Privacy Policy, information obtained will not be shared with third parties for marketing or promotional purposes. Message frequency may vary for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You may reply STOP to cancel or HELP for assistance.

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.