Administrative Assistant-18200

1. Minimum Candidate Qualifications:
The candidate must have a minimum of:
a. Associate’s Degree or higher
b. Eligible to work in New York State.

2. Job Description and Required Services:
The Office Services and Facilities Management units are looking for 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
New York City DFS operations are operating efficiently and effectively. Person hired for the role will be expected to assist on space
planning, liaison, and vendor/contractor management; assist with the scheduling mailroom operations; oversee storage and inventory
operations; oversee maintenance and labor work; and collaborate with relevant internal and external partners on health and safety
operations. Preferred skills in this role will be staff supervision and direction, scheduling, organization, and project management. Prior
experience with building management preferred but not required if skillset is transferable.
Job duties include:
• Coordinate all staff moves at New York City Office.
• Schedule and track conference room set ups, office moves, workstation setups to ensure spaces are properly maintained and
prepared for scheduled activities.
• Ensure that all work performed meets contracted guidelines and inform supervisor of any problems.
• Acting as a liaison between departments to ensure smooth scheduling of office activities.
• Supervise and ensure that mailroom operations operate smoothly and that only authorized personnel access the mailroom.
• Ensure timely completion of courier services and create 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.
• Maintaining schedules, logs, and reports related to office operations.
• Oversee building (agency) ID system, building access, and visitor information. Run regular reports to provide to 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.
In addition, the candidate must possess and/or have the ability to:
• Microsoft Office Suite Experience (e.g., Word, Excel, Teams, Outlook)