Complete Management Solutions (CMS) is a provider of onsite, workplace support Services. These services include, but are not limited to document services, mail services & reception services. At CMS we aim to deliver exceptional client experiences keeping our clients workplace working!
We are currently looking for a Facilities Administrative Associate to be responsible for a Financial client of ours in New York, New York .Our ideal candidate should be customer focused, hard-working, able to multi task and reliable.
Responsibilities:
- Hours of support 9 am – 5 pm, Monday through Friday
- The successful candidate will be a key member of the administrative operations team that reports directly to the Facilities Manager and supports the department as required.
- The responsibilities will include handling general maintenance requests and card access requests, providing essential support a client of ours.
- Work closely with the receptionists regarding conference room reservations and employee events. This position will be responsible for responding to all reservation requests and efficiently manage and oversee confirmed reservations, ensuring that each reservation complies with our established procedures.
- Support invoice processing through coding, submission and tracking through the accounting system.
- Submit monthly expense management reports.
- Provide additional support as needed to the CRE&F global team encompassing lease administration, facility management and operations, project management, planning and design, environmental, health and safety, and finance.
- Ensure the consistent and up-to-date maintenance of content on our CRE&F internal website (SharePoint).
- Efficiently track and maintain Certificates of Insurance to ensure the latest records on file are up to date and meet our minimum requirements.
- Assist with onboarding new employees by providing guidance and assistance with our policy and procedures.
- Actively participate in special projects as needed to help achieve our goals effectively.
- Send new vendor information to reception to update the list
- Submit payroll for staff
Qualifications and Skills:
- Proficiency in Google Suite for document management and communication
- Experience as a personal assistant
- Strong data entry skills with attention to detail
- Familiarity with phone systems and handling calls professionally
- Knowledge of receptionist duties such as order entry and Client interactions
- Ability to use QuickBooks or similar software for financial tracking
- Comfortable working with computerized systems for facility management
- Excellent phone etiquette when interacting with internal and external contacts
This position offers an opportunity to contribute to the smooth operation of our facility while gaining valuable experience in facilities management. If you possess these skills and are looking to grow in a dynamic environment, we encourage you to apply.
Job Type: Full-time
Pay: $90,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Application Question(s):
- How does your previous positions pertain to this particular role?
Experience:
- Executive administrative support: 5 years (Required)
- Accounting: 4 years (Required)
- Human resources: 3 years (Required)
Ability to Relocate:
- New York, NY 10017: Relocate before starting work (Required)
Work Location: In person