Job Description

Responsibilities

·Serve as the primary on-site liaison with the Strategic Support Division (SSD), landlords, vendors, and building management to coordinate facilities requests and support day-to-day office operations.

·Partner with the Office Manager and SSD Facilities to coordinate routine and emergency maintenance requests, workspace changes, and office moves, and work to ensure timely follow-through.

·Coordinate conference room, classroom, and shared space scheduling, including room setups and logistics for meetings, training programs, and special events

·Monitor office, pantry, and Information Technology supply inventory; coordinate replenishment requests, equipment, software, and system access in accordance with departmental procedures.

·Coordinate incoming and outgoing mail, packages, deliveries, and general office logistics

·Ensure office spaces remain safe, organized, and operational by supporting site opening/closing procedures, monitoring workplace conditions, and following established health and safety protocols.

·Manage front desk operations outside of the primary Manhattan office by welcoming visitors, responding to inquiries, answering phones, and directing members, staff, and guests to the appropriate resources.

·Accurately enter, update, and maintain operational data within TEF systems while supporting data integrity across the Operations Division.

·Demonstrate initiative by anticipating operational needs, identifying issues, escalating concerns appropriately, and ensuring requests are tracked through completion.

·Safely lift, move, and transport supplies, furniture, equipment, and packages weighing up to 50 pounds.

·Maintain flexibility to travel between TEF locations and adjust work schedules, including early mornings, evenings, and weekends, based on operational needs. Be able to work early mornings, evenings, Saturdays and Sundays as needed. Must be able to travel Bronx, Brooklyn, Staten Island, White Plains, and Hicksville Offices

·Perform additional duties and projects as assigned by management

·Two different shift available:9am – 5pmand10am – 6pm

Qualifications

§High school diploma or equivalent required; Associate's degree in Business Administration, Facilities Management, or a related field preferred.

§Minimum of two (2) years of experience in office operations, administrative support, facilities coordination, or a related role.

§Proficiency in Microsoft Office Suite (Word, Excel, and Outlook), with strong Excel skills.

§Strong organizational, time management, and multitasking skills with the ability to coordinate multiple priorities in a fast-paced environment.

§Demonstrated initiative, sound judgment, accountability, and attention to detail, with the ability to work independently and follow through on assignments.

§Excellent written, verbal, and interpersonal communication skills with strong customer service orientation.

Ability to build collaborative working relationships with internal departments, vendors, and external stakeholders.