Assistant Facilities Manager

Job Description

Job Description

We are looking for an experienced Assistant Facilities Manager to provide high-level facilities and administrative support for a Long-term Contract opportunity based in New York, New York. This role is ideal for someone who can confidently manage day-to-day operational coordination, support workplace services, and serve as a key point of contact for vendors, agencies, and building management. The position requires strong organizational skills, comfort handling financial and purchasing tasks, and the flexibility to support shifting business needs, including occasional extended hours or weekend coverage.

Responsibilities:
• Oversee a broad range of administrative activities that support smooth facilities operations across the workplace.
• Process invoices, track payments, and maintain accurate records related to facilities spending and vendor services.
• Act as a liaison with internal agencies and external partners to ensure timely communication and issue resolution.
• Assist with incoming and outgoing mail operations and provide hands-on support to the mailroom team when needed.
• Coordinate vendor visits, confirm access arrangements, and help manage on-site service activity within the space.
• Work closely with landlords and property contacts to collect and confirm certificates of insurance for vendors and service providers.
• Create and manage purchase orders to support facilities requests, service needs, and operational purchasing.
• Monitor service requests through Jira or a comparable ticketing platform and help route items to the appropriate teams for follow-up.• Previous experience in facilities support, workplace operations, or a closely related environment is required.
• Demonstrated success creating and managing purchase orders in a detail-oriented setting.
• Background that reflects an advanced facilities skill set, with the ability to operate independently in a fast-paced environment.
• Proficiency with Microsoft Office applications for communication, reporting, and administrative coordination.
• Experience using Jira, CMMS platforms, or similar ticketing systems to manage service requests and operational workflows.
• Working knowledge of vendor coordination, invoicing, and payment processing within high-volume administrative environments.
• Ability to adapt to variable scheduling needs, including overtime or occasional weekend support when required.