Administrative Assistant

Title:Administrative Assistant - Facilities Management

Reports to: Associate Vice President for Facilities Management

Salary Range: $45,000.00 - $50,000.00 Salary/year

Status: Full time; Regular; Non-Exempt

Location: Long Island City, NY (travel to other Agency properties likely)

Days/Hours: 35 hours a week; 9 am to 5 pm, Monday through Friday.

Position Summary:

As part of Facilities Management, the Administrative Assistant supports the work of the department in collaboration with other staff to ensure that excellent service is provided to staff and clients and that critical work as assigned is handled in a timely and professional manner.

Essential Duties and Responsibilities:

• Assists AVP, Executive Assistant and Director of Facilities as needed.
• Manages calendar and schedule of Director of Facilities Management.
• Monitors emails during Director’s absence.
• Monitors agency-wide work order system (Dematic Sprocket). Runs bi-weekly open work order reports for Director, building managers and superintendents.
• Works with Dematic Sprocket to add and/or remove staff to list of licensees. Addresses issues presented by Agency staff.
• Receives and processes all invoices for Facilities Management in a timely manner. This includes matching packing slips and/or job tickets with check requests and purchase orders.
• Inputs purchase requests through Yardi and provides back-up documentation.
• Processes all staff and client cell phones in conjunction with Executive Assistant.
• Manages ExxonMobil on-line system for Agency fuel cards. Keeps all drivers current. Orders new cards as needed and cancels those no longer needed.
• Manages VerizonConnect FOB system for Agency vehicles to make sure all drivers have an active FOB and updated as needed. Fields issues related to non-working FOBs.
• Manages Agency vehicle fleet regulatory compliance and manages through lead drivers all required service. Works with Agency vehicle service provider to schedule appointments for regular service or body work.
• Manages list of Agency drivers and assures that all are checked regularly through Agency insurer and NYS DMV to be sure license are both active and clean.
• Manages and keeps current list of vendors used by Facilities Management and distributes to Facilities personnel as needed.
• Performs other duties as assigned.

Qualifications:

• High school diploma or GED/HSE required. Some degree of higher education preferred;
• Adept at Microsoft Excel, Word and Outlook; experience with Yardi Voyager a plus; good verbal and written communication skills.
• Strong organizational skills to manage multiple priorities in a time sensitive manner.
• Prior experience handling essential business management functions strongly desired.

We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this Mission.

Travel Requirements: May require travel to other Agency locations as required.

Physical Demands: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.

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