Facilities Assistant - The Panther Group

Facilities Assistant
Based in New York, the Facilities Assistant will play a crucial role in maintaining our office premises and elevating the overall office experience. This position is essential in ensuring a comfortable, efficient, and vibrant workplace that reflects our firm’s commitment to excellence and community.

Responsibilities include but are not limited to managing office and seating arrangements, maintaining comprehensive office set up and cleaning routines, and providing essential support services to ensure operational excellence. Additionally, this dynamic role involves coordinating logistics and setups for meetings and special events, thereby enhancing our firm’s collaborative and client-focused environment. This role will report into the Sr. Operations Manager.
Responsibilities include:

• Maintain the office’s condition to the highest standards, ensuring a pristine environment.
• Conduct daily inspections of the premises and equipment to proactively identify and address issues promptly.
• Keep conference rooms and multipurpose spaces in impeccable condition, ready for use at all times.
• Implement and oversee a preventative maintenance program to ensure the longevity and efficiency of office facilities.
• Keep detailed records of inspections, service issues, communications with service providers, and resolutions.
• Oversee and ensure the proper functioning of systems and equipment, including lighting, HVAC, security, and building access, with daily monitoring.
• Act swiftly in emergency situations, coordinating with the Facilities Coordinator for issue reporting and resolution.
• Manage the issuance and replacement of building access cards for employees as required.
• Serve as a contact for the building management company and vendors, overseeing inspections, repairs, and cleaning to meet building standards.
• Process requests for vendor access and insurance compliance in a timely manner through Angus and COI systems.
• Assist with conducting fire safety drills and participate actively in emergency, fire protection, and disaster preparedness plans as a key member of the Fire Safety Team.
• Position requires on-site attendance five days a week, with overtime as necessary.
• Flexibility to accommodate emergencies, special events, and evening or weekend work is essential.

Qualifications

• Strong interpersonal and customer service skills; demonstrates the ability to collaborate and communicate effectively with multiple local teams and colleagues in other offices.
• Consistently exhibits high levels of professionalism, responsiveness, and a proactive, problem-solving approach to duties and tasks.
• Actively participates in the development and re-engineering of operational procedures such as departmental best practices and workstreams.
• Showcases excellent organizational, prioritization, and time management skills, coupled with a keen attention to detail.
• Problem-solver, self-starter, resourceful, with an adaptable and customer-service mindset.
• Manages multiple priorities simultaneously and exercises good judgement while ensuring the consistent delivery of high-quality guest experiences.

Skills

• High School diploma or GED required.
• A minimum of two (2) years of relevant experience in facilities, operations, maintenance or building services is required. Professional services or commercial real estate experience preferred.
• Demonstrable proficiency with Microsoft Office Suite and Internet applications; excellent written and verbal communication skills.