Facilities Office Assistant

Description

Position Title: Facilities Office Assistant

Reports To: Facilities Office Manager 

Classification: Regular Full-Time (Exempt) 

Location: NW, Washington DC

Hours: Flexible schedule (Monday-Friday)  

some evenings, holidays, and weekends may be required to support operations and to respond to emergencies. 

About Us:

Friendship Place is a nonprofit organization serving the Washington, DC, region, empowering individuals and families experiencing or at risk of homelessness to rebuild their lives with community involvement. Friendship Place offers the most effective model for addressing homelessness, with innovative, customized programs with positive, demonstrable results and a lasting impact on the community and beyond. Our programs are person-centric and individualized to meet the needs and goals of individuals, families, youth/young adults, and Veterans experiencing homelessness. We provide outreach, hospitality, health care, case management, housing, job placement services, and advocacy. We have established a national presence and are known for sharing best practices in the field.

Our Core Values:

Friendship Place is a Person–First Organization that promotes transparency and ethical practices among our team and those we serve. All individuals in our organization are expected to carry out their job tasks in a manner that is consistent with our core values. This includes the following:

• Excellence and Innovation
• Finding Ways to Say “Yes” 
• Caring at the Core 
• Agents of Change 
• Support, Empowerment, and Development 
• Inclusion, Diversity, Equity, and Collaboration 
• Integrity and Accountability

Summary:

This position is responsible for assisting the Facilities and Office Manager (FOM) with general office duties, being a liaison to the information services support contractor, and providing daily support to employees. This position will also be the primary coordinator for the operations and facilities management for the Welcome Center (WC) and will serve as the point of contact (POC) for vendors. The role requires working professionally with both external vendors as well as internal contacts at all levels of the organization. The role will require the ability to write clearly and be proficient with word processing applications. Strong communication skills are also highly valued.

Administrative Duties

• Helps to maintain contracts and copies of organizational documents in electronic and paper format including the contract dashboard
• Sorts, scans, and forwards mail to appropriate parties
• Supports staff with general administrative and tech-related needs as directed by FOM
• Works with FOM to update and maintain inventory of all FP tech issued to staff and programs
• Assists FOM with maintenance, tracking and upkeep of company vehicles
• Schedules meetings using virtual conferencing platforms
• Acts as a point of contact for office equipment maintenance issues
• Responsible for creating and ordering staff ID and business cards
• Responsible for sorting and redirecting all general mail
• Responsible for checking the office phone voicemail and redirecting or following up with external vendors or individuals

Facilities Operation Duties

• Point of contact (POC) for Welcome Center facility operations and repairs
• Coordinate WC facilities contracts
• Coordinate the two annual fire inspection services i.e., fire equipment and building inspections
• Coordinate with cleaning service company and facilitate any service changes as needed
• Helping to resolve facility projects including HVAC replacement, interior and exterior painting, coordinating electrical company to come on-site and assess repairs and installation needs, tree removal, etc.
• Purchases and restocks cleaning and office supplies for WC
• Facilitate use and maintenance of the company vehicle parked at the WC
• Other related duties as assigned

Information Technology (IT) Responsibilities

• Ensure that staff changes are updated on internal software systems
• Maintains user accounts for new employees, deleting and transferring old ones
• Works with FOM to periodically surveys offices and departments for hardware and software needs
• Supports the updating of employee directories and other administrative documents in the Intranet and across platforms
• May assist in organizing paper and electronic records
• Liaison with IT vendor to maintain users accounts and ensures proper on-boarding and off-boarding procedure are used

Requirements

Education/Experience:

• High school diploma, GED, or associate’s degree
• Experience with office or administrative work
• Proficiency in Office 365 system
• Comfortable with learning new software systems

Qualifications:

• Personable and can work well with others at various levels of the organization
• Strong written and verbal communication skills
• Self-driven and works well under limited supervision
• Displays great attention to detail and problem-solving skills
• Excellent time management skills with the ability to prioritize tasks to meet goals
• Knowledge of office management systems and procedures
• Working knowledge of office equipment i.e., printers, fax machines, computers, and phone systems
• Strong commitment to Friendship Place’s mission, including racial equity and social justice.
• Ability to maintain information confidentiality
• Valid driver’s license

Working conditions

• Standard office working conditions

Physical and Environmental Requirements

• The position requires split time between an office setting and traveling to engagements. Must be able to sit for extended periods with repetitive motion and positions. The employee must be able to operate a motorized vehicle. Some lifting may be required (up to 20-25lbs)

Background Checks

Will be required to complete and pass background checks specific to contract requirements that may include criminal history background check and/or fingerprinting, FBI Background Check, DC Metropolitan Police Background Check, State-of-Residence Police Background Check, DC Child Abuse Registry (CFSA), National Sex Offender Registry Check, Drug Panel and Alcohol Screening, Tuberculosis Screen, and Driving Record check.

Direct reports

• None

Indirect reports

• None

Specific Requirements:

• Must have a driver’s license

Specific Requirements

The employee must have a valid driver’s license and have reliable transportation to carry out job duties and responsibilities. The vehicle must meet legal requirements (insured, registered, etc).

Other Details:

• Application Deadline: This job is open until filled, or the hiring manager determines they can no longer accept applications.
• Compensation: The hiring pay range is between 45,000.00 - $50,000.00 annually. The starting annual salary is based on a step system. A candidate’s starting pay determination is based on meeting the basic position requirements and having completed education, credentials, and/or work experience. Please Note: The step system is set and not open to pay negotiation.
• Benefits: We offer an excellent benefits package including low-cost health insurance, health reimbursement, flexible spending accounts, employer-paid dental, vision, short and long-term disability, life insurance, 403B defined contribution plan matching, employee assistance programs, professional development, employee resource groups, 14 paid holidays, 15 days of vacation and 10 days of sick leave during 1st year of employment, and much more!
• COVID-19: All Friendship Place employees, regardless of their vaccination status, must continue to take precautions against the spread of COVID-19 in accordance with the agency’s COVID-19 protocols and applicable law and guidance. This includes but is not limited to wearing masks in congregated settings, washing their hands or using hand sanitizer often, monitoring their daily health, and staying home if they are exhibiting COVID-19 symptoms (or if they are otherwise prohibited from reporting to work by health provider pursuant to CDC, state and local guidance). Since the public health and legal landscapes regarding this policy are subject to frequent changes, Friendship Place reserves the right to amend or cancel this policy at any time at its sole discretion, consistent with applicable law, consistent with CDC guidelines and the DC Department of Health. Please direct any questions regarding this policy to Human Resources.
• Diversity & Equal Opportunity Statement: Friendship Place is an Equal Opportunity Employer. We are committed to maximizing the diversity of our team and want to involve all those who can contribute to our inclusive culture. We support all qualified individuals within our workforce without regard to race, color, gender, sexual orientation, gender identity and expression, age, national origin, marital status, citizenship, disability, veteran status, and other characteristics protected by applicable law. Friend Place is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact human resources at hraudit@friendshipplace.org.
• Interview Process: Phone screening, Panel style interview, and Final Interview.
• Website: www.friendshipplace.org

Salary : $45,000 - $50,000