Facilities Administrative Assistant

About Us

Ever eat an Impossible Burger, cooked plant-based chicken, or recycle a plastic water bottle? There is not a facet of modern life that chemical engineers have not touched.

Chemical engineers have been part of almost every major development from plastics and fibers to unleaded gasoline to solar power and medicines. If its modern, chemical engineers helped make it happen.

AIChE, founded in 1908, is a professional society of more than 60,000 chemical engineers in 110 countries. Its members work in corporations, universities, and government, using their knowledge of chemical processes to develop safe and useful products for the benefit of society. AIChE fosters and disseminates chemical engineering knowledge, assists the professional and personal growth of its members, and applies the expertise of its members to address societal needs and improve the quality of life. Through its varied programs, AIChE continues to be a focal point for information exchange on the frontiers of chemical engineering research in such areas as advanced manufacturing, energy, sustainability, biological and environmental engineering, nanotechnology, and chemical plant safety and security.

Position Summary

The Facilities Administrative Assistantwill be responsible for maintaining the health of AIChE's New York office and providing administrative support.  This position is a new role which will be the face of Facilities to the organization and offers the opportunity to make it your own and bring ideas to improve the current state.

Responsibilities:

Building Security & Office Maintenance:

• Support employee onboarding/offboarding by coordinating issuance & maintenance of ID cards 
• Register, welcome & direct visitors 
• Support compliance with safety regulations by coordinating Fire & Safety briefings, extinguisher testing, etc
• Coordinate vendor services for office maintenance, HVAC maintenance, cleaning, etc.
• Proactively communicate Facilities matters -- for example, fire drills -- to all staff

Mail and Records Management:

• Operate the mail room; receive and ship mail via FedEx, UPS & USPS; deliver mail to employees
• Coordinate shipment of items to/from offsite storage locations maintain record of offsite inventory

Office Space Management:

• Responsible for office kitchen space; stock pantry with supplies
• Maintain inventory of office supplies & paper  
• Support office events; solicit and coordinate vendors for catering; setup layout for the events
• Manage payment of Facilities department vendors.  Provide input on the annual budget.  Collaborate with Procurement if need for new vendors arises.
• Perform other administrative duties as assigned, including entry of invoices in Accounts Payable system.

Skills & Experience:

• At least 2 years Professional experience in a corporate office environment, preferably in an administrative, reception or facilities capacity 
• Ability to work with teams, departments, and individuals on projects
• Should have the ability to prioritize jobs and projects to maximize goals
• Resourceful problem solver and strong communicator
• Highly organized; ability to execute a task list and follow standard operating procedures
• Record keeping; diligently maintaining checklists & databases
• Experience with MS Office products

Salary

• Salary range for this position is $58,500- $65,000

The American Institute of Chemical Engineers is an Equal Opportunity Employer.