Facilities Office Assistant

Position Profile: Under the supervision of the Facilities Manager, the Facilities Office Assistant will work in close partnership with all internal departments to develop and refine the internal office processes and procedures to enable CRC to successfully expand its reach and impact. In addition to being an intricate part of the internal team, this position will have opportunities to add value to the organization, grow professionally, and participate in the implementation of CRC’s strategic plan.

Essential Functions and Responsibilities

• Assistant’s primary office location is on Pio Pico Drive in Carlsbad
• Assistant will be the liaison between the home office in Encinitas and the Pio Pico facility

Office Assistant Duties:

• Serve as the receptionist to welcome clients and escort clients and other guests
• Oversee, coordinate, and schedule volunteers to support Pio Pico operations
• Develop and maintain electronic filing system
• Purchase and manage supplies and supply inventory

Facilities Assistant Duties:

• Promote a clean and safe working environment for clients and staff
• Match invoices to Purchase Orders and follow up with vendors when necessary
• May schedule routine inspections of various equipment and property and schedules emergency repairs with maintenance or outside vendors
• Maintain day to day operations of Pio Pico facility
• Report and update Facilities Manager on status of repairs and maintenance or any issues needing immediate attention

• Oversee and manage security camera system and security door access along with alarm system
• Supervise cleaning company
• Maintain inventory of computers and electronics assigned to employees
• Perform all shipping and receiving duties including tracking lost shipments and keeping track of warranties and any repairs
• Ensure compliance with health and safety regulations to include exit plans in case of emergency and participate in the CRC Safety Committee

• Other duties as assigned

Requirements:

• Minimum of B.A. in a related field at least three years of progressive and demonstrative office experience
• At least 3-5 years of overall professional experience
• Experience with office equipment, machines, and software as well as facility upkeep
• Exceptional problem-solving and analytical skills, with an ability to clearly identify strategic challenges and opportunities and make suggestions where opportunities to improve exits
• Must be able to work and multi-task in a fast paced environment.

Physical requirements:

• Primarily sedentary with intermittent standing, walking, bending, and stair climbing
• Occasional light lifting and carrying of objects weighing up to 25 lbs
• Ability to work in a standard office environment at a computer, including repetitive use of a keyboard and mouse