Facilities Administrative Coordinator

About The Community Builders (TCB)

Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders Inc. (TCB) is one of Americas leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.

Position Description:

The Facilities Administrative Coordinator will be based in the Boston Corporate office and will have the responsibility for providing direct comprehensive support to the Director of Facilities & Maintenance on various tasks as assigned. S/he must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. S/he must demonstrate independence and initiative as well as an enthusiasm for the Organizations mission. S/he will support the facilities and maintenance department in best achieving TCBs strategic plan in striving to be the management company of choice and in growing the size and strength of our portfolio. This position also serves as a member of the Risk & Safety and the Sustainability Committee for the organization.

Essential Functions:

• Administrative and organizational management of multiple due dates and reporting deadlines including NSPIRE inspections with direct responsibility of uploading pertinent data as required within specified deadlines
• Preparation and presentation of reports statistical graphs & charts presentations and other materials for meetings and correspondence
• Assist the Director of Facilities in needed support related to facilities tracking and initiatives which include Work Order metrics new vendor set up procedures Building Information database and Utility Use data compliance and benchmarking as required including Data Aggregation Report Running & Distribution setting up new properties with YES and tracking deadlines
• Execute general clerical duties including but not limited to photocopying faxing scanning mailing and filing maintenance of files both hard copies and electronic filing system distribution and management of incoming mail uniforms and other materials
• Answer vendor emails requesting specific information or data used to provide analysis reports and proposals
• Prepare and send out Request for Proposals (RFP) for vendor bids and projects as needed
• Support tracking of Project Manager role projects and deliverables with costs
• Set up new vendors for Facilities & Maintenance departments
• Other duties as assigned

Knowledge Skills and Abilities:

• Excellent computer skills (experience with MS Office Suite necessary knowledge of Adobe Pro Suite and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
• Ability to organize meetings (contact attendees prepare agendas keep minutes distribute notes etc.
• Ability to undertake balance and manage multiple simultaneous tasks requests and assignments in a poised organized and professional manner with exceptional organizational skills
• Outstanding customer service skills for working with staff and vendors
• Excellent interpersonal skills ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from challenging situations
• Ability to independently create Microsoft Office programs (Word Excel Project PowerPoint etc.) presentations correspondence and reports
• Demonstrated ability to quickly learn new software programs processes skills and information
• Must possess the ability to communicate effectively with all levels of management employees TCB residents and outside contacts in person in writing and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
• Must be able to work autonomously as well as function as part of a group and must be comfortable leading/directing small groups as may be required
• Must be trustworthy ethical reliable and dependable

Education & Experience:

• Prior experience providing Facilities & Maintenance administrative and project management support for a large portfolio
• Affordable Housing Property Management or Real Estate experience is strongly preferred. Some knowledge of residential property management or facilities/maintenance is a plus
• Proven customer service and communication skills or willingness to seek and pursue additional training.
• Prefer 2 years of higher education associate degree or equivalent

Benefits

• Medical dental and vision insurance
• 12 Paid Holidays & tenure-based PTO accruals
• Employer contributions to Health Savings Accounts
• Company paid Life & Disability Insurance
• 403(b) retirement plan with company match
• Tax-advantage accounts: commuter/parking medical & dependent care FSA
• Hospital & Critical Illness Insurance
• Confidential 24/7 Employee Assistance Program
• Pay range: $55-65k

The Community Builders is an equal opportunity employer.