Facilities and Operations Assistant

Job Description

Job Description

FACILITIES AND OPERATIONS ASSISTANT

Edconic NY

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Department:  Facilities — Edconic NY

Reports To:  Facilities and Operations Manager, Edconic NY

FLSA Status:  Non-Exempt

Work Arrangement: Part -time, on-site (3 days a week)

Location: 570 Lexington Avenue (General Electric Building), New York, NY

Prepared:  April 2026

Position Purpose

The Facilities and Operations Assistant supports the day-to-day running of Edconic NY’s physical environments and front-of-house operations across the organization’s portfolio of programs and institutions in New York City, including Sotheby’s Institute of Art NY, School of the New York Times, Vogue College of Fashion, and WIRED Education.

Reporting to the Facilities and Operations Manager, this role is the first point of contact for staff, faculty, students, and visitors at 570 Lexington Avenue. The assistant owns front desk coverage, visitor and access logistics, supply and pantry management, routine vendor coordination, and administrative support for the facilities function, freeing the Facilities and Operations Manager to focus on strategic projects, compliance, and budget oversight. The role also provides direct support to the rotating Graduate Assistant team and to after-hours events and programming.

This is a full-time, on-site position based at 570 Lexington Avenue. The assistant also serves as the formal backup to the Facilities and Operations Manager during periods of planned or unplanned absence, ensuring continuity of facility operations across all Edconic NY programs.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following. Other duties may be assigned as the needs of Edconic NY evolve.

Front Desk & Reception

• Serve as the primary daytime front desk presence for Edconic NY spaces on the 6th floor, greeting staff, faculty, students, and visitors in a professional and welcoming manner
• Answer and direct incoming calls through the main phone line and phone tree system, routing inquiries to the appropriate program or department
• Monitor and triage the general facilities administrative email inbox, responding to routine inquiries and escalating as needed
• Maintain a clean, organized, and presentable reception and common area environment at all times
• Provide accurate, real-time information about programs, calendars, and events to students, faculty, staff, and visitors across all Edconic NY brands

Visitor, Access & Security Support

• Operate the visitor registration system on a day-to-day basis, processing check-ins and maintaining accurate visitor logs in coordination with Feil Organization security
• Support access control and ID/security system administration, including routine ID card issuance, deactivation, and record keeping under the direction of the Facilities and Operations Manager
• Escalate emergencies, safety concerns, and security issues to the Facilities and Operations Manager and appropriate authorities promptly

Supply, Pantry & Inventory Management

• Own day-to-day inventory of office, classroom, pantry, and cleaning supplies across all Edconic NY program spaces
• Place routine supply orders within approved budget thresholds, track deliveries, and maintain organized stockrooms and storage units
• Monitor pantry and common area consumables and restock proactively
• Flag recurring usage patterns and cost-saving opportunities to the Facilities and Operations Manager

Room Booking, Events & AV Support

• Support the day-to-day use of the room booking system, including reservations, conflict resolution, and setup coordination for classrooms, conference rooms, and shared spaces
• Provide logistical support for Edconic NY events across programs, including artist lectures, career workshops, admissions events, academic ceremonies, and exhibitions
• Work with IT to troubleshoot and assist presenters with audiovisual and classroom technology issues
• Support evening and weekend event coverage as needed, including room setup, breakdown, and after-hours building closing procedures

Work Order & Vendor Coordination

• Submit, track, and close out routine work orders and maintenance requests through Prism in coordination with Feil Organization staff
• Serve as a day-to-day point of contact for cleaning, general maintenance, signage, and locksmith vendors on routine visits and service calls
• Escort and supervise vendors on-site, verifying completed work and reporting discrepancies to the Facilities and Operations Manager
• Assist with routine signage placement, replacement, and upkeep across Edconic NY spaces, ensuring compliance with landlord and institutional standards

Graduate Assistant Team Support

• Serve as the daytime operational lead for the rotating team of 5–6 Graduate Assistants, providing on-the-ground guidance, task hand-offs, and shift support
• Support the Facilities and Operations Manager with GA scheduling, shift coverage, and day-to-day coordination across program spaces
• Help onboard new Graduate Assistants each semester, walking them through procedures, emergency protocols, and building systems
• Model a service-first, professional standard for the GA team and reinforce performance expectations during daily operations

Art Collection & Exhibition Support

• Assist the Facilities and Operations Manager with logistics for art exhibitions presented within Edconic NY spaces, including installation, takedown, and condition checks
• Support routine upkeep and monitoring of the Sotheby’s Institute of Art NY collection displayed across program spaces

Management Backup & Continuity

• Serve as the formal backup to the Facilities and Operations Manager during planned and unplanned absences, ensuring continuity of day-to-day operations across all Edconic NY programs
• Act as the primary on-site point of contact for staff, faculty, vendors, Feil Organization building management, and program leadership when the Facilities and Operations Manager is out of office
• Monitor and triage urgent facilities issues during coverage periods, escalating decisions that exceed assigned authority while handling routine matters independently
• Maintain clear handoff documentation before and after coverage periods to ensure the Facilities and Operations Manager is fully briefed on activity during any absence

Administrative Support

• Maintain the shared facilities calendar, keeping records of vendor visits, deliveries, events, and maintenance activities across all programs
• Help draft, format, and distribute routine operational communications, notices, and documentation on behalf of the facilities function
• Maintain organized digital and physical files for vendor records, supply orders, visitor logs, and work orders
• Support the Facilities and Operations Manager with other administrative and project-based tasks as assigned

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong educational and customer service orientation with the ability to represent Edconic NY and its programs in a professional manner
• Excellent verbal and written communication skills, with the ability to interact confidently with staff, faculty, students, vendors, and visitors
• Highly organized, detail-oriented, and able to prioritize multiple concurrent tasks with minimal supervision
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning operational platforms such as Prism, room booking systems, and visitor management tools
• Basic understanding of audiovisual setups or willingness to troubleshoot common classroom technology issues in partnership with IT
• Ability to take initiative and direct others calmly and effectively in emergency situations
• Discretion and sound judgment in handling confidential information and sensitive situations
• Dependable, punctual, adaptable, and motivated to learn new skills as operational needs evolve
• Strong interpersonal skills and the ability to work effectively within a small team and across multiple programs and stakeholders
• Must be legally authorized to work in the United States

Education and Work Experience

• Bachelor’s degree required
• Minimum of 1–3 years of experience in facilities, operations, administrative, reception, or workplace experience roles preferred
• Prior experience in higher education, cultural, luxury, or customer-facing environments a plus
• Experience with work order systems, visitor management platforms, or room booking tools strongly preferred

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of this role. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a full-time, fully on-site role based at 570 Lexington Avenue, New York, NY; remote and hybrid arrangements are not available for this position
• Standard office, reception, classroom, and event environment
• Regular weekday schedule with occasional evening and weekend coverage required to support events, programming, and manager backup responsibilities
• Role requires regular movement between floors and spaces, occasional lifting of supplies and event materials, and the ability to stand for extended periods at the front desk