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Form of workPosition Summary:
The Facilities Assistant will provide assistance in all administrative aspects of facility, building, and real estate operations and reporting. This person will be responsible for customer service requests regarding staff and building tenants of the 59th Street Building. The Facilities Assistant will compile and assist in the preparation of various monthly operational, administrative, and financial reports or spreadsheets. Administrative duties require a broad experience in building operations and best practices.
Major Responsibilities:
- Provide departmental administrative support including documentation, correspondence, calendar / meeting management, phone coverage, file maintenance, process daily mail, dispatch outgoing mail and packages.
- Order office, building and maintenance supplies, review stock with maintenance.
- Assist with daily responsibilities, special projects, tenant relations, service proposals, organizational policies, and forms.
- Compiles reports, edit databases and distributes correspondence as required.
- Service Request Coordination: coordinate UJA staff, Conference Center/events, security, tenants and building requests for service, hot / cold calls, repairs, furniture adjustments and after-hours AC etc. Utilize Prolease workplace for data entry. Coordinate activities, monitoring issues and report problems to Director for resolution.
- Process financial documents: prepare, process coordinate and track contracts, purchase orders and invoices. Input and update information in our purchasing system. Input monthly updates for additional work orders, change orders outside of base contracts, prepare spreadsheets when required. Perform numerical computations. Coding and allocating invoices by funds and account codes to department director for approval.
- Update service contract renewal report including vendor contact, terms, payment amount and frequency. Flag for renewal or expiration.
- Retrieve and maintain records and files of building office operations and projects including service contracts, purchase orders, project documents: specifications and design drawings, contractor and consultant contracts, equipment submittals, DOB applications, permits, renewals, violations, and compliance responses.
- Budget tracking: assist in preparation and budget tracking for 59th Street Building and outside projects. Prepare or obtain monthly operational / project financial reports for review by Director to ensure budgets remain fiscally sound.
- Provide research and general assistance to 59th Street Building, our Long Island, Westchester, and Mt. Kisco offices, HKC camps (Long Island, Pearl River and Staten Island) and Network agencies regarding municipal requirements, taxes, local laws, and penalties. Maintain UJA owned property list.
- Maintain Certificates of Insurance: Ensure all tenants, tenants’ vendors, and building service contractors working in the building maintain current certificates and meet certificate of insurance requirements. Submit for review and file all certificates submitted to the building office.
- Be the primary administrator for the Building Engines Work Order System. Maintain data, run reports and work with the Maintenance Staff on requests, preventative and predictive maintenance operations.
Qualifications and Competencies:
- 3 to 5 years of progressive experience in building / facility operations required
- Proficient in MS Office, specifically Outlook email and Excel
- Ability to perform numerical computations
- Ability to learn systems needed for the position, including: purchasing, HR, and facilities processes
- Ability to work independently with minimal supervision
- Flexibility to handle changing priorities and projects
- Ability to prioritize workload with attention to detail and a willingness to complete projects in a timely and efficient manner
- Minimum 2-year College Associates degree in Business Administration
Salary Information:
The salary range for this role is $55,000 - $58,000; commensurate with experience and qualifications.
