Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing, and philanthropy. Distinguished by its culture of collaboration and exceptional client service, CAA’s diverse workforce identifies, innovates, and amplifies opportunities for the people and organizations that shape culture and inspire the world. The trailblazer of the agency business, CAA was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations. Named Most Valuable Sports Agency by Forbes for eight consecutive years, CAA represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on- air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities. Founded in 1975, CAA is headquartered in Los Angeles and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally.

The Role

The Facilities Professional will play a critical role in ensuring the smooth operation of the New York office, providing a safe, efficient, and comfortable working environment for all employees. This position requires an experienced individual who is adept at handling high-pressure situations and can provide high-level, white-glove service. The Facilities Specialist will assist the NY Facilities Lead with ongoing projects, space planning, office moves, and the maintenance of facilities management software. The ideal candidate will possess a strong ability to manage multiple priorities simultaneously and build trusting relationships with all organizational stakeholders through credibility, reliability, effective responsiveness, and efficient communication.

Key Responsibilities

• Project Assistance: Assist the NY Facilities Lead with ongoing projects to improve and maintain the office environment.
• Space Planning & Office Moves: Help with space planning and coordinating office moves to ensure efficient use of office space.Software Maintenance: Maintain the New York space planning software and space assignments, and coordinate the migration to a new system.
• Workflow Management: Utilize the Facilities department software to manage workflows and assign tasks to Facilities team members.
• Vendor Coordination: Coordinate vendor deliveries, storage maintenance, and securing supplies and materials.
• Office Moves & Setup Verification: Verify that all office moves and new hire setups are completed to standard.
• Guest Office Calendar Maintenance: Maintain the guest office calendar to manage office space effectively.
• Facilities Walkthroughs: Complete facilities walkthroughs to ensure all common areas and office spaces are well-maintained.
• Event Liaison: Act as a liaison with the Events Team on screenings and events.
• Relationship Building: Build trusting relationships with all organizational stakeholders through credibility, reliability, effective responsiveness, and efficient communication to foster a collaborative and efficient work culture.
• Process Streamlining: Opportunity to streamline facilities processes across multiple locations, working closely with colleagues in different offices.
• White Glove Service: Provide bespoke, white-glove service to all employees, ensuring a high standard of facilities support.
• Professionalism Under Pressure: Handle stressful situations calmly and professionally, maintaining a high level of service even in high-pressure environments.
• Manages and coordinates meetings, deliverables, and critical project communication.
• Coordinates with the building/landlord/property management company for all vendors, deliveries, and COIs.
• Maintain accurate records and documentation for all facility-related activities.
  Prepare reports on facility operations, maintenance activities, and project progress.
• Assist in the development of the facility management budget and track and reconcile expenses.
• Assist with keeping weekly activity reports and producing department metrics.
• Review P-Card expenses and process invoices for payment.
• Other Duties: Perform other projects and tasks as assigned.

Requirements

• 5+ years of experience in a facilities management or related role.
• Experience in space planning and office moves.
• Experience with facilities management software is a plus.
• Previous experience in high-pressure environments with a focus on delivering high-quality service.
• Proficiency in facilities management software (e.g., space planning software).
• Strong project management skills.
• Ability to coordinate and manage office moves and space planning.
• Vendor management experience.
• Basic knowledge of building maintenance and office equipment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to build and maintain effective working relationships.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability to changing priorities.
• Strong customer service orientation.
• Ability to multitask and manage multiple priorities simultaneously.
• Experience working in high-pressure environments.
• Professionalism and composure under stress.