Facilities Coordinator
Job Description
Make a bigger difference
PURPOSE:
Through ownership and stewardship, we create, maintain and provide quality physical environments that support living, learning and working for people with developmental and mental health diagnoses, in a cost-effective manner, helping to ensure the present and future wellbeing of our clients and workforce
POSITION OVERVIEW:
This position plays a pivotal role in the Facilities Management team as a key support member multitasking on several fronts resulting in increased departmental performance, accountability and efficiency. This is an in-office position.
KEY ESSENTIAL FUNCTIONS But not limited to:
• Assist and support HQ facility personnel
• Collaboratively interfaces with Real Estate, Procurement and programs.
• Fills in for other Facility Support Staff as required
• Process all facilities related invoices/fines/violations through Intacct for payment
• Maintain capital project files
• Open and close all agency Con Ed and National Grid accounts. Troubleshoot problems with Con Ed/National Grid (turn off notices, etc.).
• Process paperwork to renew annual flood insurance.
• Request and Maintain files for certificates of insurance (COI).
• Review and Process facilities related invoices, ensuring no excessive billing by communicating with Regional Managers or Supervisor.
• Review monthly, quarterly, semiannual, and annual inspections, ensuring they are being conducted on a timely basis.
• Enter facilities purchase requests.
• Maintain spreadsheets for summonses, Invoices, vendors, capital projects and more.
• Completes other special projects and tasks as assigned and in a timely manner.
• Maintains Departmental central Record filing and database, Insurance records.
• Supplies mail room support as needed
CORE COMPETENCIES for the position include:
• Self-starter & motivated
• Exceptional organizational skills
• Computer literate and proficient in MS Word, Excel and Outlook
• Quick learner
• Strong written, verbal and interpersonal skills
EDUCATIONAL / TRAINING REQUIRED:
• H.S diploma, GED or 3 years equivalent experience
COMPUTER SKILLS REQUIRED:
• Microsoft Office (Word, PowerPoint, Excel, Outlook); comfortable and proficient using audio video platforms (i.e., Zoom
VISUAL AND MANUAL DEXTERITY:
• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs.
• Manual dexterity and hand-eye coordination to travel independently using public transportation.
WORK ENVIRONMENT / PHYSICAL EFFORT:
• The offices at Jewish Board are accessible in accordance with the ADA.
• To perform the essential functions of this job, the candidate is routinely required to sit (80% of the time) and stand (20% of the time).
We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.