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About the Role
The Facilities and Operations Assistant supports the day-to-day running of Edconic NY’s physical environments and front-of-house operations across its portfolio of programs and institutions in New York City. This role serves as the first point of contact for staff, faculty, students, and visitors, managing front desk coverage, visitor logistics, supply management, vendor coordination, and administrative support for the facilities function. The assistant also provides support to the Graduate Assistant team and after-hours events, and acts as the backup to the Facilities and Operations Manager.
Responsibilities
- Serve as the primary daytime front desk presence, greeting staff, faculty, students, and visitors professionally.
- Answer and direct incoming calls, routing inquiries to the appropriate program or department.
- Monitor and triage the general facilities administrative email inbox.
- Maintain a clean, organized, and presentable reception and common area environment.
- Provide accurate information about programs, calendars, and events.
- Operate the visitor registration system and maintain accurate visitor logs.
- Support access control and ID/security system administration.
- Escalate emergencies, safety concerns, and security issues promptly.
- Manage day-to-day inventory of office, classroom, pantry, and cleaning supplies.
- Place routine supply orders, track deliveries, and maintain organized stockrooms.
- Monitor pantry and common area consumables and restock proactively.
- Flag recurring usage patterns and cost-saving opportunities.
- Support the room booking system, including reservations and conflict resolution.
- Provide logistical support for Edconic NY events.
- Troubleshoot and assist presenters with audiovisual and classroom technology issues.
- Support evening and weekend event coverage as needed.
- Submit, track, and close out routine work orders and maintenance requests.
- Serve as a day-to-day point of contact for cleaning, maintenance, signage, and locksmith vendors.
- Escort and supervise vendors on-site, verifying completed work.
- Assist with routine signage placement, replacement, and upkeep.
- Serve as the daytime operational lead for the Graduate Assistant team.
- Support GA scheduling, shift coverage, and day-to-day coordination.
- Help onboard new Graduate Assistants each semester.
- Model a service-first, professional standard for the GA team.
- Assist with logistics for art exhibitions, including installation and takedown.
- Support routine upkeep and monitoring of the art collection.
- Serve as the formal backup to the Facilities and Operations Manager during absences.
- Act as the primary on-site point of contact when the Facilities and Operations Manager is out of office.
- Monitor and triage urgent facilities issues during coverage periods.
- Maintain clear handoff documentation before and after coverage periods.
- Maintain the shared facilities calendar.
- Help draft, format, and distribute routine operational communications.
- Maintain organized digital and physical files for vendor records, supply orders, visitor logs, and work orders.
- Support the Facilities and Operations Manager with administrative and project-based tasks.
Requirements
- Must be legally authorized to work in the United States.
Skills
- Strong educational and customer service orientation.
- Excellent verbal and written communication skills.
- Ability to interact confidently with staff, faculty, students, vendors, and visitors.
- Highly organized, detail-oriented, and able to prioritize multiple concurrent tasks with minimal supervision.
- Proficient in Microsoft Office (Word, Excel, Outlook).
- Comfortable learning operational platforms such as Prism, room booking systems, and visitor management tools.
- Basic understanding of audiovisual setups or willingness to troubleshoot common classroom technology issues.
- Ability to take initiative and direct others calmly and effectively in emergency situations.
- Discretion and sound judgment in handling confidential information and sensitive situations.
- Dependable, punctual, adaptable, and motivated to learn new skills.
- Strong interpersonal skills.
- Ability to work effectively within a small team and across multiple programs and stakeholders.
Location
- 570 Lexington Avenue, New York, NY
Work Type
- Part-time
- On-site
- Full-time
Experience Level
- Minimum of 1–3 years of experience in facilities, operations, administrative, reception, or workplace experience roles preferred.
Education Level
- Bachelor’s degree required
About the Company
- Edconic NY operates across a portfolio of programs and institutions in New York City, including Sotheby’s Institute of Art NY, School of the New York Times, Vogue College of Fashion, and WIRED Education.