Back to Jobs search

Administrative Assistant 2025-20

Knowledge Builders Inc. • United States, United States • 2w ago

Full-time

One State Street New York, NY 10004

Starting at $20 /HR depending on Experience

Minimum Candidate Qualifications:

The candidate must have a minimum of:

a. Associate's Degree or higher

b. Eligible to work in New York State.

c. Must have at least three years of continuous facilities experience within the past seven years

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)

Notes:

*Telecommuting is not allowable for this position.

*DFS does not provide parking, but the office is accessible by bus.

Candidates that meet the mandatory minimum qualifications and are interested in this position must submit the following:

a. Cover Letter

b. Resume

c. Proof of Eligibility to work in NYS.

Click to Apply (https://evoportalus.tracker-rms.com/KnowledgeBuilders/apply?jobcode=18643)

Similar Jobs

Principal Software Engineering Manager

Microsoft Corporation • United States, United States • 31min ago

Management & Administrative

Have you ever imagined the world with an infinite amount of storage available and accessible to everyone? A place where everyone in the world can easily access their books/music/photos/video/any data from anywhere at any...

31min ago

Go to Apply

Configuration Manager

CACI International • Sterling, VA • 54min ago

Management & Administrative

Configuration Manager Job Category: Engineering and Technical Support Time Type: Full time Minimum Clearance Required to Start: Top Secret Employee Type: Regular Percentage of Travel Required: Up to 10% Type of Travel: C...

54min ago

Go to Apply

Configuration Manager

CACI International • Reston, VA • 54min ago

Management & Administrative

54min ago

Go to Apply

Commissary Officer

Defense Commissary Agency • Key West, FL • 55min ago

Management & Administrative

Summary Commissary Officers are fully responsible for managing all activities and functions of the commissary, including the various departments (i.e., grocery, meat, produce, and where applicable deli-bakery), managemen...

55min ago

Go to Apply

Chief Engineer

SciTec • Boulder, CO • 59min ago

Management & Administrative

SciTec is a dynamic small business, with the mission to deliver advanced sensor data processing technologies and scientific instrumentation capabilities in support of National Security and Defense, and we are growing our...

59min ago

Go to Apply

Data Officer Lead, Vice President

MUFG • Tampa, FL • 1h ago

Management & Administrative

Do you want your voice heard and your actions to count? Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the world's leading financial groups. Across the globe, we're 150,000 colleagues, striv...

1h ago

Go to Apply

Data Officer Lead, Vice President

MUFG • Tempe, AZ • 1h ago

Management & Administrative

1h ago

Go to Apply

County Court Clerk

16th Judicial Distri • La Junta, CO • 1h ago

Management & Administrative

As a member of the Support Staff team, your role is essential in assisting prosecutors with case preparation, administrative support, and maintaining effective communication across departments and agencies. This position...

1h ago

Go to Apply

Area Manager II - Franklin, IN, MQJ9

Amazon • Franklin, IN • 1h ago

Management & Administrative

Description Our WW Operations network delivers millions of packages and smiles to Amazon customers every day. We are looking for motivated, customer-focused individuals who want to join our team as an Area Manager. In th...

1h ago

Go to Apply

Area Manager II

Amazon • Pflugerville, TX • 1h ago

Management & Administrative

1h ago

Go to Apply

Subscribe to get new jobs sent directly to you
(no charge, cancel anytime)

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.