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Facilities Operations Assistant

New York, NY

 

At SUMMIT One Vanderbilt, we believe in creating an environment that takes our guests on a journey of emotional and physical connections. It is our promise that we will deliver this experience every day by making sure that we are unified in our values of Attitude, Creativity, Safety, and Professionalism.

 

Key Responsibilities

  • Reporting & Communication
    • Prepare and deliver regular reports on facility operations, project status, and maintenance activities to management and key stakeholders, ensuring transparency and informed decision-making.
  • Meeting & Calendar Management
    • Coordinate internal and external meetings, site visits, and inspections. Maintain calendars for the facilities team and assist with scheduling recurring maintenance or contractor work.
  • Operational Reporting
    • Develop and maintain detailed reports covering maintenance activities, repairs, elevator status, and project outcomes to support strategic planning and operational efficiency.
  • Certificate of Insurance (COI) Management
    • Support the COI process by verifying that all vendors provide current insurance documentation and comply with safety and liability requirements.
  • Work Order Review & Monitoring
    • Track and review all work orders to ensure timely completion, adherence to quality standards, and proper documentation of services rendered.
  • Liaison with Base Building Operations
    • Serve as a point of contact between Summit One Vanderbilt and base building management. Coordinate meetings and assist in resolving operational issues collaboratively.
  • Invoice & Cost Center Management
    • Process vendor invoices accurately and ensure proper cost center coding in line with budgetary controls and financial reporting requirements.
  • General Office Support
    • Provide general administrative support such as answering phones, ordering office/facility supplies, preparing memos, and supporting onsite and corporate office team members.
  • Incident Documentation
    • Assist with logging, and escalating incident reports as needed. Ensure accurate documentation, timely communication with relevant teams, and proper follow-up on open items to support safety, and operational awareness.
  • Incident Report Logging (Building Engines):
    • Enter and maintain incident reports in the Building Engines platform to ensure accurate documentation of on-site issues or events. This includes inputting key details, categorizing incidents appropriately, and updating reports as needed for follow-up or resolution tracking.

 

Skills and Qualifications

Education and Experience

  • Bachelor’s degree preferred, but not required
  • Prior experience in a hospitality or venue environment is a plus
  • Must have demonstrated leadership and guidance of people and programs

 

Knowledge, Skills, and Abilities

  • Computer skills (Excel, Word, Teams, etc.).
  • Strong skills in compiling, writing, and presenting reports clearly and effectively
  • Proven ability to prioritize workloads and manage multiple projects simultaneously
  • Is a proven team player with the ability to drive teams to work efficiently and precisely

 

Physical Demands

  1. Work tasks are performed both indoors and outdoors. Temperature will vary with changing weather conditions
  2. Walking and standing are required for the majority of the workday. This includes traveling to and from meetings as well as walking the entire attraction several times per day. Length of time of these tasks may vary from day to day and task to task
  3. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously
  4. Must be able to lift up to 15 lbs. occasionally
  5. Requires manual dexterity to use and operate all necessary equipment
  6. Must be available to work nights, weekends, and holidays

 

Salary Range: $60,000 - $70,000

 

SUMMIT One Vanderbilt is proud to be an equal opportunity employer. Our commitment to diversity and inclusion is reflected in who we are, what we do, and the experiences we deliver. We sincerely value diversity with regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, and all the other characteristics that make us unique.

 

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