Office & Facilities Assistant

The Office & Facilities Assistant is responsible for monitoring, assisting in, and completing essential functions related to general maintenance, office administration, and upkeep of Pathways’ main office and satellite offices, and agency vehicles as outlined below.

 This is a hands-on role that requires strong organizational skills, entry level maintenance knowledge, attention to detail, and excellent customer service.

ESSENTIAL FUNCTIONS INCLUDE (BUT NOT LIMITED TO):

• Perform routine maintenance tasks, including but not limited to light plumbing, cleaning, organizing, and assessing safe living conditions.

• Conduct regular inspections of facilities to identify and address any maintenance or safety issues. 

• Drive the company van or car to pick up and deliver mail, packages, personnel, cash etc. to and from various locations. 

• Complete routine administrative tasks as assigned by the Office Manager.  

• Assist in receiving and processing incoming and outgoing mail.  

• Sort mail and parcels in transit and deliver to appropriate location. 

• Maintain Pathways fleet of vehicles (see “Agency Vehicles” section below).

• Check and ensure that facilities are clean.  

• Assist with the set-up of meeting rooms: furniture, chairs, tables, projectors, easels, flip charts, white boards, etc. 

• Transport staff and visitors as needed. 

• Perform physical tasks and check facilities.  

• Assist with the clean-up of trash and debris from building exterior and lot.

• Remove light snow and de-ice walks and lot (in conjunction with the building’s snow/ice removal vendor).

• Replace light bulbs; clean interior windows, floors and furniture when needed.

• Move and transfer supplies, boxes, office equipment, furniture, etc. as directed.

• Respond to work orders in a timely manner and prioritize tasks based on urgency.

• Assist with the any necessary follow up of repairs of equipment or systems. 

• Maintain accurate records of maintenance activities using in house maintenance management recording systems including digital photos.

• Assess external contractors’ tasks as needed for specialized repairs or projects.
  Communicate with colleagues promptly and professionally.

• Provide excellent customer service to internal stakeholders, addressing their facility-related needs and concerns.

• Travel to Pathways offsite locations around the district & Montgomery County MD.

• Perform other duties as assigned.

NON-ESSENTIAL DUTIES AS ASSIGNED:

• May serve as liaison with vendors on required/requested repairs & maintenance needs. 

• Perform small repairs; e.g.; plumbing, painting, carpentry, furniture and appliances as needed.

• Issue building and office keys to all new staff.   Maintain all locks and make copies of keys as needed.

• Ensure all smoke detectors and alarms in all Pathways offices are in working order. 

• Coordinate work with property managers, inspectors or contractors as needed.

• Perform seasonal maintenance/prevention. 

• Purchase coffee service, janitorial, and maintenance related items

• Schedule and monitor office move requests, physical setup and break down of computers.

• Assists in maintenance and organization of donation room. Receives all donations, coordinates with appropriate personnel for distribution of food and other materials. 

• Drops off bank deposits, purchases gift cards.

• Prepares packages for shipping, drops off packages to post office and overnight carriers. Assists in the delivery of packages as needed. 

• Purchases food, household goods and other materials for meetings, office events as needed.

• Arranges and picks up supplies of petty cash, tokens, quarters for parking meter as required. 

• Perform other duties as assigned.

ESSENTIAL AGENCY VEHICLE RESPONSIBILITIES: 

• Responsible for upkeep and maintenance of all agency vehicles. 

• Ensures all vehicles have current registration, inspection, and insurance documentation. 

• Confirms all safety equipment are in vehicles and in good working order.

• Analyze and identify faults or problems in company vehicles and keep them in working order.

• Coordinates and oversees vehicle maintenance and repairs as necessary. 

• Ensures all vehicles are cleaned and ready to be used each morning. 

• Monitors DC.gov and/or MD MVA for outstanding parking and traffic tickets, and coordinates timely payment of fines, notifies staff members of outstanding tickets.

MINIMUM JOB REQUIREMENTS :

• High school diploma or equivalent. 

• Basic computer skills desirable. 

• Valid Driver License and a clean driving record in accordance with the Pathways insurance carrier. 

• Ability to drive a 12-passenger van.

• Experience and ability to perform basic building maintenance/repairs, including painting, light plumbing, locksmithing, etc.                     

• Familiarity with basic vehicle maintenance: change tires, jumpstart cars, top off fluids, oil change, registration, repairs, and daily spot check.
  
  SKILLS:

• Strong interpersonal skills and customer skills, including responsiveness and prompt follow-up.

• Organized and attentive to detail.

• Ability to prioritize and be flexible.

• Ability to work with limited supervision.

• Strong organization and time management skills.

• Patience, compassion, sensitivity to persons with disabilities and other underserved populations.

• Ability to work flexible schedule as necessary. May be required to respond to emergencies on nights or weekends.

• Strong problem-solving skills with the ability to think logically and find solutions.

• Willingness to learn new skills to enhance job performance & skill knowledge.

PHYSICAL DEMANDS: 

• The employee may occasionally lift and/or move 50 pounds.  

• Must be able to stand for lengthy periods of time as necessary.

• Must be able to operate a motor vehicle with no restrictions (unless as needed for ADA purposes).