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Form of workATHENS POSITION DETAILS
Position Title: Facilities Services Specialist
Department: Shared Services
Reports To: Corporate Services Supervisor
FLSA Status: Exempt
Job Grade: 9
ATHENS ADMINISTRATORSSince our founding in 1976, Athens Administrators has been a recognized leader in third-party claims administration services. However, more important than what we do is how we do it. Athens employees provide service that translates into real and lasting benefits—every single day! With offices throughout the United States, Athens Administrators offers Workers’ Compensation, Property & Casualty, Managed Care and Program Business solutions. Athens is proud to be a third-generation family-owned company and is dedicated to its core values of honesty and integrity, a commitment to service and results, and a caring family culture. We are so proud that our employees have consistently voted Athens as a Best Place to Work!
POSITION SUMMARYAthens Administrators has an immediate need for a full-time Facilities Services Specialist to support Athens’ seven offices across multiple states, as well as the on-site and remote staff. The schedule for this position is Monday-Friday at 37.5 hours a week and will be located in our corporate headquarters in Concord, CA. This role will help with various tasks including taking care of the sites, maintaining equipment, managing supplies, and coordinating facility projects.
PRIMARY RESPONSIBILITIESOur new hire should have the skills, ability, and judgment to perform the following essential job duties and responsibilities with or without reasonable accommodation with minimal to no supervision. Additional duties may be assigned:
- Collaborate with the Facilities Management as a main point of contact for; external building services, facility vendors appointments, issues and project requirements, and handle all related paperwork such as purchase orders, invoices, contracts, and authorizations
- Compose routine correspondence to internal and external customers and vendors
- Proactively manage offsite storage files and coordinate storage, retrieval, retention, and record keeping
- Maintaining accurate records and documentation related to facilities operations
- Proactively walk throughout the office and ensure the cleanliness, maintenance, and organization of interior and exterior areas, such as offices, conference rooms, parking lots and outdoor spaces
- Manage office equipment, including copiers, printers, postage machines and other mailing equipment, independently coordinating with outside vendors for maintenance and service
- Responsible for inventory of office and building supplies, ensuring supplies are checked and reordered as needed, including receipt and allocation of office supplies for office and kitchen services
- Responsible in part for company purchases, including but not limited to office supplies and equipment, facilities services, furniture, and fixtures
- Work with all vendors processing and approvals
- Function as lead for conference and training room setups, including video conferencing
- Confirm office, kitchen, and facilities vendors (e.g., Shred-It, e-Waste, etc.) complete tasks timely
- Independently coordinate the ergonomics program including referrals to the ergonomic consultant for new employees and existing employees, scheduling internal or work-from-home set-ups and purchasing recommended equipment
- Provide Support in the preparation of Request for Proposals (RFPs) for soliciting work or projects from new or current vendors
- Manage company business licenses for all sites, including annual renewals and postings
- Assist Facilities Management with:
- Employee relocation, workstation configuration installations and/or repairs within the working environment. Includes equipment such as copiers, printers, and desk phones
- Projects, including office closures, relocations, and openings
- Act as security responder, including after-hours
- Lead Safety Committee
- Other duties as needed
- Review and approve invoices in a timely manner
- Apply cost effective measures when ordering supplies and equipment
The requirements listed below are representative of the knowledge, skill, and/or ability required. While it does not encompass all job requirements, it is meant to give you a solid understanding of expectations.
- High School Diploma or equivalent (GED) required for all positions
- AA/AS or BA/BS preferred but not required
- Minimum 2-3 years’ facilities maintenance experience required
- Experience partnering with vendors and handling vendor invoices
- Purchasing and inventory control experience
- Familiarity with office workstation set ups
- CPR certification preferred
- Seeks to include innovative strategies and methods to provide a high level of commitment to service and results
- Computer literate and experience navigating various computer systems, including MS Word, Excel, and Outlook
- Ability to learn additional computer programs, such as vendor websites
- High degree of confidentiality required
- Strong customer service ability with efficient response time
- Well-developed verbal and written communication skills with strong attention to detail
- Excellent time-management, organizational skills and ability to multi-task
- Physical Requirements:
- Ability to type quickly, accurately and for prolonged periods
- Ability to sit for prolonged periods of time
- Ability to lift up to 40 lbs with the help of a dolly
- Reasoning ability, including problem-solving and analytical skills, i.e., proven ability to research and analyze facts, identify issues and make appropriate recommendations and solutions for resolution
- Ability to be trustworthy, dependable, and team-oriented for fellow employees and the organization
- Active driver’s license required with the ability for occasional local travel, as needed
We look forward to learning about YOU! To be considered, please submit your resume and application directly through our website at http://www.athensadmin.com/careers/job-openings/ Feel free to include a cover letter if you’d like to share any other details. All applications received are reviewed by our in-house Corporate Recruiter.
This description portrays in general terms the type and levels of work performed and is not intended to be all-inclusive or represent specific duties of any one incumbent. The knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.
Athens Administrators is an Equal Opportunity/ Affirmative Action employer. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, veteran status, disability, or any other legally protected status. We prohibit discrimination in decisions concerning recruitment, hiring, compensation, benefits, training, termination, promotions, or any other condition of employment or career development.
THANK YOU!We look forward to reviewing your information. Applying for jobs isn’t necessarily fun, but we promise we are. Don’t forget to check out our website at www.athensadmin.com as well as our LinkedIn, Glassdoor, and Facebook pages!
Athens Administrators is dedicated to fair and equitable compensation for our employees that is both competitive and reflective of the market. The estimated rate of pay can vary depending on skills, knowledge, abilities, location, labor market trends, experience, education including applicable licenses & certifications, etc. Our ranges may be modified at any time. In addition, eligible employees may be considered annually for discretionary salary adjustments and/or incentive payments. Further information about our comprehensive benefits package may be found on our website at https://www.athensadmin.com/careers/why-work-here
