Administrative Assistant

Job Description

Health Advocates Network is currently seeking a Administrative Assistant to work at a facility in New York, NY. These are registry positions with our company.



Pay Rate: $19 / hour

*W2



Shift details:

• M-F 37.5 hrs per week

1. Minimum Candidate Qualifications:



The candidate must have a minimum of:

a. Associate's Degree or higher

b. Eligible to work in New York State.



2. 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 Client 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 Client 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 may be allowed at the discretion of the supervisor.

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

Benefits:

-Medical

-Dental

-Vision

-Term Life

-Short-Term Disability Coverage

-401K

If interested, please apply through this job post. You may fax a copy of your most recent resume to 877-858-623. If you have any questions, please feel free to call at (800) 928-5561 and ask to speak with Vanessa (Monday-Friday 8:30 AM-5:00 PM PST). Refer friends, Earn rewards! https://stafftoday.staffingreferrals.com/join/vdemont



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