Assistant, Workplace Services

Job Description

UTA seeks a detail-oriented Assistant, Workplace Services in a fast-paced Corporate Services Department, based in New York. You are the first point of contact for internal customers seeking support or information regarding the facility and will coordinate workflow processes for the department. The successful candidate will be passionate, proactive, quick-thinking, flexible, and able to pivot when necessary. This person will be thorough, able to juggle multiple responsibilities with a thorough emphasis on organization, and an unwavering attention to detail. This is a demanding and fast-moving position that requires someone who is quick on their feet, a positive thinker, and able to exercise good judgment. The ideal candidate should also demonstrate a passion for the entertainment business.

This is a full-time position with benefits and will pay $24 to $27 per hour.

What You Will Do
• Daily upkeep and cleanliness of conference rooms, kitchen and general office maintenance
• Resolve problems by clarifying issues; researching and exploring answers and alternative solutions; implementing solutions; escalating unresolved problems.
• Coordinate internal visitor requests by maintaining Guest Tracker, issue access credentials, and assign seat locations.
• Oversee the procurement of office supplies within budgetary constraints.
• Respond to all catering requests, issuing quotes, processing payment, and overseeing day-of setup.
• Reconcile all payments made to Purchasing Card by tracking receipts and coding in a timely manner.
• Submit requests and forms required by building via Angus: keycards, janitorial requests, vendor access forms, etc.
• Coordinate internal guests: reserve workspace, convey office information and handle guest requests.
• Maintain Vendor COI (Certificate of Insurance) spreadsheet, ensuring all recurring vendors have compliant COI's on file.
• Schedule and Coordinate Service Calls for appliances, small projects/issues.
• Invoice coordination: process & distribute for approval maintaining impeccable invoicing files.
• Participate in the planning and execution of various personnel moves in and around building and offsite locations as needed.
• Partnering with Director, Workplace Services plan & execute all on-site meetings and events.
• Responsible for food and beverages for events including catering requests for department, client or other meetings, social gatherings, birthday parties, and other events as requested.
• Develop and maintain positive relationships with all internal departments and key stakeholders.
• Mailroom operations backup: sorting, delivering, and sending mail, FedEx and packages via messenger service.

What You Will Need
• 2+ years' experience in facilities, office coordination, project coordination or similar role
• Familiarity with computerized maintenance management systems
• Outstanding interpersonal skills: must display patience and be focused on customer service and satisfaction
• Ability to work and communicate professionally, verbally, and in written form with internal and external customers
• Ability to meet deadlines and adjust to changing priorities
• Self-starter; able to learn new functions quickly and accurately; anticipate departmental needs and take proactive steps to follow through with proposed solutions or alternatives
• Remain calm under pressure and work well with various personality types
• Extremely detail-oriented, organized and able to multi-task in a fast-paced environment
• Exercise good judgment with sensitive and confidential information
• Ability to work overtime and weekends for maintenance, moving and renovation projects

What You Will Get
• The unique and exciting opportunity to work at one of the leading global entertainment companies
• Access to the tools, leadership, and resources you will need to create and drive a center of excellence
• The opportunity to do the best work of your career
• Work in an inclusive and diverse company culture
• Competitive benefits and programs to support your well-being

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Jobcode: Reference SBJ-k2oeq8-13-58-48-103-42 in your application.