What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT, FACILITIES position at MASTER ST VINCENT DE PAUL OF BALTIM?
Job Details
Job Location
SVDP Center St Ambrose Building - Baltimore, MD
Position Type
Full Time
Salary Range
20.00 - $23.00 Hourly
Travel Percentage
Up to 25%
Description
SUMMARY
Responsible for maintaining a secure environment for the staff, clients and visitors at the St. Vincent de Paul Center while providing administrative support for the Facilities Department. This position involves handling various administrative tasks such as processing work orders, coordinating service calls, maintaining accurate records, and ensuring smooth communication between staff, vendors, and facilities personnel.
PRIMARY DUTIES
Reception and Building Security
Monitors and maintains facility security systems and equipment, including the alarm system and cameras.
Greets and signs in all guests and visitors, answering and directing phone calls and taking messages for staff at the reception desk.
Alerts program staff of potentiality hostile situations so that appropriate intervention can be provided.
Manages and orders building / office / kitchen supplies for SVDP Center.
Completes daily walk-throughs to ensure doors are locked and the building is secure.
Monitors janitorial needs and requests for SVDP Center.
Complete daily walk-throughs to ensure doors are locked and the building is secure.
Address client concerns when identified during interactions at the reception area and alert site leadership of any client concerns which impact the safety of other clients and staff.
Administrative Support for Facilities
Work Orders : Receives and processes incoming work order tickets within the facility management system from staff, ensuring all necessary details are captured and seeking clarification when applicable. Enters work orders into the facility management system to initiate repairs, maintenance, or service requests; when applicable.
Vendor Coordination : Communicates with external vendors to schedule service calls, repairs, and other maintenance activities. Ensure that vendors are aware of the scope of work and follow up to ensure timely completion. Travels to other SVDP facilities to inspect problems or work performed by vendors.
Phone Call Management : Fields phone calls from staff regarding maintenance issues, providing immediate assistance or escalating requests as necessary. Act as the first point of contact for any facilities-related inquiries. Manage phone call coming into the St. Ambrose Center (St. Vincent Center) to support the day-to-day management of service delivery within the identified site.
Record Keeping & Data Entry : Accurately enters and updates work order information in the facility management system to track the status of tasks, monitor response times, and maintain comprehensive records. Report when a task is in danger of not being complete within the set window of time.
Customer Service : Provides courteous and efficient service to staff and vendors, ensuring all requests are handled in a timely manner and that facilities operations run smoothly.
Coordination & Support : Assists with scheduling routine maintenance, inspections, and other facility-related activities. Collaborate with internal teams to ensure proper facility upkeep.
Facility Inspections and Walk-Throughs : Participates in facility inspections and walk throughs, taking notes, completing reports, and following through on action items identified.
Provides administrative support to the Facilities Manager.
Supports the input and coding of facility related invoices.
Supports the issuance of reports to accurately present monthly facility data.
Supports the triaging and facilitation of emergency maintenance or facility related concerns with the Facilities Manager and site liaisons and program leadership.
SECONDARY DUTIES
Uphold the vision, mission, and values of St. Vincent de Paul of Baltimore.
Support a welcoming and positive environment for constituents and staff and works with them effectively.
Attends staff meetings.
Attend and participate in all staff meetings and professional development training.
Attend networking events with service providers.
Perform other duties as requested by supervisor.
Qualifications
QUALIFICATIONS
High School Diploma or equivalent.
Experience working in an administrative support capacity.
Prior experience and skill working with data entry and with Microsoft Office Suite, including MS Outlook, MS Excel, and MS Word.
MD Driver's License and access to a vehicle during work hours.
Ability to communicate effectively, both verbally and in writing.
Ability to evaluate situations, make decisions and react quickly and calmly in emergency situations.
Ability to relate in a courteous, non-judgmental manner with persons from all ethnic, socioeconomic, and religious backgrounds.
Ability to stand, walk and sit for extended periods of time if required.
Pleasant and courteous telephone manner.
PHYSICAL REQUIREMENTS
ENVIRONMENTAL CONDITIONS
X Primarily Indoor Work
TYPE OF WORK
XLIGHT WORK : Lifting 20 pounds maximum with frequent lifting and / or carrying of objects weighing up to 10 pounds. It involves sitting most of the time with a degree of pushing / pulling of arm / or leg controls.
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