• New York, New York
• Banking
• 75-115K
• Full Time regular employee
•  9:00 - 17:00

Job Description

Position
Facilities Administrator  -Japanese Bilingual

Summary
The Facility Administrator is responsible for providing comprehensive administrative and operational support to the administration department /Facilities.

​​​Essential Duties

Administrative Management

• Invoice Processing: Handle the processing, verification, and submission of invoices related to facilities services and vendor payments.
• Contract Management: Maintain and manage a repository of all facilities-related contracts and service agreements.
• Certificate of Insurance (COI) Management: Track, manage, and ensure compliance of vendor COI.
• Asset Management: Maintain accurate records for facility assets and inventory.
• Vendor Management: Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring.
• Head Office Liaison: Coordinate with Head Office for facilities related tasks.

Facility Operations Support

• Emergency Response:  Must be on call 24 hours a day for facility emergencies including system irregularities. (shared with Facilities Manager and Assistant Facilities manager).
• Fire Evacuation Team Coordination: Coordinates fire safety training and evacuation drills with our in-house fire safety team. This includes maintaining the team roster and scheduling drills in collaboration with the building management. 
• ID Card System Operation: Operates Access ID card system, including issuance, deactivation, data entry for employees and visitors. Generate, and compile reports related to ID card issuance, access control, and system usage. 
• Desk Reservation System Operation: Operates the desk reservation system for user setup, data update, and managing reservations.
• Key Management: Responsible for the secure inventory and issuance of all facility keys.
• Facility Manager Assistance: Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations.
• Building Liaison: Coordinate with the building management for event such as fire drills and other items as needed.

Working Hours, Working style
9:00-17:00
​​​​​Hybrid work schedule of at least 2 days in office per week

Working Location
New York, NY

Salary/Benefit
$75,000.00 to $115,000.00 Annually

Holidays
Saturday, Sunday, Holiday
​​​​​​​
Qualifications

• Minimum of five (5) years recent experience in facility administrative management or related experience.
• Experience in office administration, general affairs, or corporate services is preferred.
• Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation).
• Excellent organizational, problem-solving, and multi-tasking skills.
• Strong organizational skills and attention to detail, especially in document and contract management.
• Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing).
• Proficiency in Microsoft Office Suite (Word, PowerPoint).
• Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.

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