Job Details

Office Facilities Assistant

Location: New York, NY (Financial District)

$25/hour (weekly pay + medical benefits)

Monday–Friday, 8:00 AM – 3:00 PM (35 hours/week)

3–6 month contract (excellent potential for extension or permanent hire)

Our client is a leading visual media company known for delivering high-quality stock photos, editorial imagery, videos, and music to businesses, media outlets, advertisers, and creatives worldwide.

Job Summary:

We are seeking a reliable and proactive Office Facilities Assistant to support day-to-day operations of the Facilities department in a hybrid working environment. This position will play a key role in ensuring the office is safe, clean, welcoming, and well-organized, while also providing light administrative support.

Key Responsibilities:

• Process and code invoices; maintain electronic filing systems
• Support daily facilities tasks and office maintenance using internal ticketing tools (e.g., ServiceNow)
• Oversee visitor management, including greeting guests, issuing access badges, and assisting with emergency protocols
• Support the onboarding experience for new hires (pre-arrival setup and Day 1 readiness)
• Provide backup coverage for restocking kitchens and copy rooms; maintain a clean, professional environment
• Track and manage office and facilities supply inventory
• Assist with setup for internal events (moving furniture, arranging refreshments)
• Receive, sort, and log all incoming packages and mail
• Prepare and track outgoing shipments via FedEx and USPS
• Help update department materials and internal platforms (e.g., SharePoint)
• Assist with office health & safety requirements for both in-office and hybrid employees

Requirements:

• 1+ years of experience in reception, facilities, office administration, or hospitality roles supporting front-office operations
• Intermediate proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Ability to support shipping/receiving tasks and complete light physical duties
• Comfortable conducting office walk-throughs to ensure cleanliness and readiness
• Able to manage access badges and guest check-in
• Must be dependable, punctual, and self-motivated
• Experience working independently in an on-site or hybrid support role
• Strong organizational and communication skills
• Ability to track and reorder office supplies as needed
• Bonus Experience (Not Required — Can Train): Use of Concur, FedEx/USPS tools, SharePoint, or visitor access management platforms