Facilities Administrator

Job Description

Facilities Administrator

Job Description:

The Facilities Administrator will have broad responsibility related to facilities maintenance, facilities purchasing, and other facilities related assignments at the discretion of the Director of Facilities Management. The Administrator handles the day-to-day operations of the Facilities Department, including overseeing facilities tickets, scheduling repair work, following up, and pay violations or fines.

Reports to: Director of Facilities Management

Location: 305 7^th Avenue, 5^th Floor, New York, NY 10001

Hours: 35 hours/week, NON-EXEMPT

Salary: $55,000-$60,000/year

Major Duties:

Facilities and Maintenance

• Help Desk: Oversee Facilities help desk. Responsible for overseeing task completion by Metro maintenance staff and for communication with staff regarding submitted help desk tickets.
• Host and conduct weekly facilities meetings and take detailed minutes.
• Analyze Facilities tickets to identify trends.
• Manage vendor relationships and schedule service and repair work as required.
• Violation Clearance: Work with Director of Facilities Management and legal to clear all open violations on GSS properties.
• Utility Management: Manage payment of utility bills for GSS properties.
• Create and maintain departments filing system.
• Coordinate and schedule any facilities related trainings, including fire and safety.
• Auto Fleet Support: under supervision of Director of Facilities Management, maintain and manage Good Shepherd Services auto fleet
  • Manage WEX and maintenance reports and maintain current auto reporting info.
    • Maintain parking permits, address auto tickets, manage EZ pass account and distribution of equipment, maintain current vehicle registrations, mileage reporting, inspections, insurance, WEX and maintenance cards.

Facilities Purchasing and Contracts

• Agency Cell Phones: Responsible for ordering, set up, distribution, repair and replacement for agency cell phones and maintain vendor relationship with Verizon and track cell phone assignments and fund code assignments.
• Equipment: Manage agency copiers and faxes including purchasing, contract execution, and maintenance.
• Helping Hands Program: Process requests for Helping Hands program in accordance with policies and procedures and in conjunction with the grants team and accounts payable.
• Purchasing
  • Process check requisitions, vendor payments, FedEx, and purchase orders for Facilities Department as needed.
  • Maintain regular communication with program staff on purchasing needs.
  • Evaluate requests and investigate best vendor for purchases based on price, quality, estimated time of delivery and program needs. Obtain 3 bids when required. Execute purchases and delivery in a timely manner.
  • Assist with monthly credit card reconciliations and accounting reconciliations.
  • Maintain files related to Facilities and Purchasing as required.
• Other duties as assigned.

Qualifications:

• HS Diploma plus 3 years of administrative experience required. 3 years’ experience supporting a Facilities team preferred.

• Knowledge of Freshworks service management or comparable helpdesk software preferred.
• Strong communication and organizational skills.
• Ability to prioritize tasks and manage time effectively.
• Proficiency in Microsoft office.

• Bilingual (Spanish/English) preferred.

• Valid driver’s license preferred.

General Requirements:

All staff are expected to be committed to the mission, vision, and values of Good Shepherd Services, which includes involvement in quality improvement activities and a willingness and ability to work within a culturally diverse environment.

Salary : $55,000 - $60,000