Operations Associate-HU563602

JOB SUMMARY:

Under the direct supervision of the Building Operations Coordinator the Operations Associate is responsible for providing key administrative and operational support to ensure the smooth functioning of the East New York Health HUB. Working closely with the Building Operations Coordinator this role helps manage daily building systems safety protocols supplies client interactions and overall office operations. The ideal candidate is detailoriented highly organized and committed to maintaining a welcoming and efficient environment for staff clients and visitors.

ESSENTIAL JOB FUNCTIONS:

• Coordinate and schedule conference rooms meeting spaces and office facilities.
• Manage office and lunchroom supplies ensuring proper inventory levels.
• Maintain uptodate staff directories including IDs office locations and phone lists.
• Handle daily operations answering inquiries and routing calls to the right departments.
• Organize and distribute mail packages and deliveries ensuring proper logging.
• Track and follow up on maintenance requests as directed by the Building Operations Coordinator.
• Coordinate minor facilities tasks such as furniture setups and maintaining cleanliness.
• Conduct daily walkthroughs to assess needs and ensure safety and regulatory compliance.
• Assist with organizing and preparing for emergency drills including fire drills.
• Support the implementation and maintenance of compliance with regulatory and organizational policies.
• Manage reception welcoming visitors and clients professionally.
• Collaborate with security and program staff to ensure smooth client flow.
• Address client inquiries in a professional and timely manner.
• Assist with the procurement of office supplies equipment and furniture within budget constraints.
• Support the Building Operations Coordinator on special projects such as system improvements or office
  renovations.
• Manage service orders for IT equipment ensuring functionality and updates.
• Promote a collaborative environment assisting across departments for smooth operations.
• Participate in staff meetings to address concerns and ensure effective communication.
• Assist with new hire onboarding including equipment and orientation coordination.
• Support scheduling of staff evaluations and ensure adherence to building policies.
• Perform other tasks as assigned to support overall building operations and staff satisfaction.

ESSENTIAL KNOWLEDGE SKILLS AND ABILITIES:

• Familiarity with routine maintenance procedures safety regulations and best practices in building maintenance.
• Knowledge of local state and federal building codes and regulations.
• Proficiency in using hand and power tools for building maintenance tasks.
• Knowledge of preventive maintenance techniques to extend the life of building systems and equipment.
• Ability to diagnose building maintenance issues and implement effective solutions in a timely manner.
• Experience performing repairs and maintenance tasks related to building systems and equipment.
• Excellent verbal and written communication skills to report issues clearly and collaborate with team members and stakeholders.
• Strong customer service skills with the ability to interact professionally and positively with building occupants visitors and clients.
• Ability to work collaboratively in a fastpaced environment while maintaining professionalism in all interactions.
• Strong organizational skills with the ability to multitask prioritize tasks effectively and manage multiple projects at once.
• Detailoriented with a high level of accuracy in managing supplies records and scheduling.
• Ability to remain calm and act effectively during emergency situations (e.g. fire drills evacuations).
• Willingness to learn new skills and adapt to changing maintenance needs and priorities.
• Ability to adapt to evolving building operations and support the integration of new technologies or processes.
• Proficiency in MS Office Suite (Word Excel PowerPoint) with familiarity in office management systems considered a plus.

QUALIFICATIONS AND EXPERIENCE:

• Education: High school diploma or GED Bachelors Degree preferred.
• Experience: At least 12 years of administrative facilities or office operations experience preferred.
• Physical Requirements: Ability to walk stand and move around the building frequently. Ability to lift or move light to medium objects (e.g. supplies office equipment).
• Work Schedule: Fulltime position with occasional evenings and weekends required.

Required Experience:

IC