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Job Description

Job ID#:

26368

Job Category:

Administrative/Clerical

Position Type:

Contract/W-2

Duration:

2 years

Shift:

37.5 hours

Job Title: Facilities Management Administrator

Duration:2 YEAR contract (W-2 ONLY)

Schedule:9am-5pm (Mon-Fri) some overtime may be required

Pay Range: $25.00-27.00/hr

Job Summary:

The Office Services and Facilities Management units are seeking an experienced Administrative Assistant to fulfill the role of Facilities Management Administrator. The Administrator will collaborate with the Director of Facilities and Operations to ensure that the New York City Department of Financial Services operations are efficient and effective.

Key Responsibilities:

+ Coordinate all staff moves at the New York City Office.

+ Schedule and track conference room setups, office moves, and workstation setups to ensure spaces are properly maintained and prepared for scheduled activities.

+ Ensure all work performed meets contracted guidelines and inform the supervisor of any problems.

+ Act as a liaison between departments to ensure smooth scheduling of office activities.

+ Supervise and ensure that mailroom operations run smoothly and that only authorized personnel access the mailroom.

+ Ensure timely completion of courier services and create a tracking system.

+ Coordinate with Facilities staff to ensure workspaces are properly set up, including furniture, nameplates, and essential supplies.

+ Create procedures for next steps if DFS staff are non-compliant.

+ Maintain schedules, logs, and reports related to office operations.

+ Oversee building (agency) ID system, building access, and visitor information. Run regular reports to provide to the supervisor.

+ Assist in maintaining active staff drawings and occupancy reports.

+ Manage conference room reservations and shared office spaces to optimize utilization.

+ Communicate scheduling updates and workspace changes to relevant departments.

+ Support general administrative tasks related to Facilities operations.

+ Work closely with Emergency Management teams to ensure fire safety team assignments (e.g., fire marshals, search teams, PINA list) are accurately recorded.

Minimum Candidate Qualifications:

+ Education: Associate's Degree or higher

+ Prior experience with building management

Preferred Skills:

+ Staff supervision and direction

+ Scheduling and organization

+ Project management

Technical Skills:

+ Proficiency in Microsoft Office Suite (e.g., Word, Excel, Teams, Outlook)

Application Requirements:

Candidates that are selected to be submitted to this position will be required to provide the following:

+ Cover Letter

+ Resume

+ Proof of Eligibility to work in NYS

Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race. Religion, color, national origin, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit-based factors.

Authorization to work in the U.S. is a precondition of employment. Datrose does not sponsor employment visas.

Job Requirements

Minimum Security Clearance:

No