Administrative Support Associate (Facilities)
Administrative Support Associate (Facilities)
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Job Description
Job Details
Description
Primary Responsibilities and Essential Functions of Position
We are looking for a highly organized and detail-oriented Facilities Associate to assist the Assistant Director of Facilities with
the daily administrative operations of our department. This primarily office-based role focuses on vendor contact managing and
tracking work orders maintaining the facilities calendar coordinating vendor access and facilitating clear communication
between agency sites and vendors. The ideal candidate is proactive reliable and able to manage multiple administrative
responsibilities in a fast-paced environment
Facilities Vendor Oversite and Compliance:
Assist the facilities department with vendor oversight for all owned and leased facilities (residential day habilitation
preschools etc.) to ensure notifications work completion and any issues that arise.
Maintain and update the facilities work calendar scheduling appointments repairs and vendor visits.
Collaborate with the Assistant Director of Facilities on various projects involving vendors and regulatory authorities to
ensure all facilities meet and exceed required standards.
Support the Assistant Director of Facilities in coordinating local law and regulatory inspections and compliance.
Serve as a point of contact between Facilities Dept vendors and programs regarding vendor maintenance schedules
access and job status.
Ensure collection of checklist items to close out vendor proposals and work orders.
Help prepare and distribute memos status updates or other documentation as requested
Verify with program staff that all services were performed in accordance with agency standards.
Participate in Professional Development Trainings.
Vendor Contact:
Solicit and obtain detailed quotes or proposals from qualified external vendors ensuring clarity of scope timelines and
deliverables.
Draft send and track emails service requests and follow-up communications.
Assist in maintaining organized digital and physical records of maintenance service reports and correspondence.
Support the Assistant Director of Facilities with daily administrative tasks and special projects as needed.
Monitor and update the status of open issues to ensure timely follow-up and that no items are overlooked.
Automated Facilities Management:
Utilize an automated facilities management system (TheWorxHub) to update work requests track vendor tasks and log
vendor activities.
Record work order progress in TheWorxHub system on assigned work order requests maintenance and completions as
required by submitting detailed descriptions and photos; including routine maintenance schedules and project
progress reports.
Qualifications
- Minimum Education: High school diploma or GED
- Preferred Education: Bachelors degree from four year college or equivalent
- Work across multiple locations throughout all five boroughs of New York City.
- 13 years of experience in facilities management property management office administration or a related field preferred.
- Excellent written and verbal communication skills
- Strong time-management abilities
- Proficiency in utilizing automated facilities management systems such as TheWorxHub for work order tracking preventive maintenance & asset management
- Proficiency with Microsoft Office Suite (Outlook Excel Word) and other basic office software
- Ability to work independently with minimal supervision and manage multiple priorities
- Strong organizational and problem-solving abilities with meticulous attention to detail
Benefits
What we offer once YOU join our growing family:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:
- Rewarding Work in a team environment.
- Paid vacation sick personal days and holidays.
- 403(B) retirement plans with employer contribution.
- Health dental vision and life insurance.
- Employee Assistance Program (EAP).
- Flexible spending account (Dependent Care Medical Parking and Transit).
- Employee Appreciation Programs and Events.
- Tuition Assistance Program.
- Professional Development opportunities.
- Gympass Discount
- Verizon Wireless Discount.
- BJs Membership discount.
- Discounts on Broadway tickets movie tickets theme parks sporting events gift certificates & more
HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process please reach out to.
About HeartShare
Who WE ARE:
For over 150 years Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and
underestimated.
Tolearn more about Heartshare please visit our website follow us onTwitterLinkedInYouTubeInstagramFacebook
#INDHP
Required Experience:
IC
Employment Type
Full-Time
