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Facilities Associate
at Creative Circle LLC
Teaneck, NJ

Facilities Associate
at Creative Circle LLC
Teaneck, NJ

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Description


The Real Estate/Facilities Associate role exists to support all activities of the VP, Real Estate/Facilities and Facilities Manager in the management of the company's Real Estate and Facilities requirements. Generally, this consists of the administrative and clerical functions necessary to support a growing international office portfolio currently numbering 32 offices.
Responsibilities include:
ADMINISTRATION
  • Review monthly invoicing for accuracy & adherence to contract/lease terms. Correct any errors discovered. Route for approval/payment.
  • Administer Serviced-Office Provider Contracts as required.
  • Enter data, maintain and produce reporting from our Visual Lease Database Management Tool.
  • Maintain Budget vs. Actual Reports for Capital Expenditures.
  • Maintain Architectural/Engineering Plan files for each site.
  • Maintain files of all locations, consisting of photos, floor plans, leases, and other important files.
  • Maintain and update Lease Administration System (Lease Matrix) and all other Database Systems.
  • Maintain files of all final Lease Documents as these are executed. Route copies as needed.
  • Maintain schedules for all reductions in Security Payments and file requests for refunds as appropriate.
  • Maintain Master Schedule of expiry/renewal dates for all office locations.
  • Provide Landlords with new and updated Certificates of Insurance (COI) certificates as circumstances warrant.
  • Act as primary point-of-contact for all Building Notifications and circulate to City/Corporate Offices as necessary.
  • Act as primary point of contact with all Landlords/Serviced-Office Companies.
  • Follow-up regularly with individual Building Managing Agents to insure smooth relations with Landlords.
  • Maintain seating plans for all offices updating periodically.
  • Maintain all CC offices building management contact sheet.
FACILITIES
  • Administer Facilities Help Desk.
  • Coordinate repair and maintenance matters, such as changing lights, re-painting of walls, etc. as required.
  • Coordinate requests for additional furniture, supplies etc.
  • Maintain log and track fire extinguisher expiration dates and inspections of all offices.
PROJECTS
  • Set-up & maintain contracts for each project as required.
  • Assist in buildout or minor construction of Serviced Office and Direct Leased offices.
  • Coordinate all informational requests with city Operations Recruitment Coordinator's for furniture inventories, supplies, address changes, security card badging, parking, access to building amenities, etc. in advance of office moves.
  • Coordinate move-in activities such as furniture orders/delivery/assembly/positioning, physical move, unpacking, setting up local coffee vendors etc.
  • Make initial parking arrangements and assist local offices with administration/billing as required.
This is a fast-paced environment requiring the ability to critically think with a bias toward action. It is a strong team-oriented environment.
Skills:
  • The position requires related office experience. College degree is preferred.
  • Highly organized and skilled with time management and follow up.
  • Excellent written and oral communication skills.
  • Strong customer service skills.
  • Ability to work individually or in a team environment.
  • Intermediate knowledge of Microsoft Office applications, including Excel, Word, PowerPoint and Outlook is required.
Creative Circle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements.
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