What are the responsibilities and job description for the Facilities and Office Services Administrator position at Tandym Group?
A nonprofit services organization in New York City is currently seeking an experienced Facilities and Office Services professional to join their growing team.
About the Opportunity :
Start Date : February
Assignment Length : Ongoing, temp to perm
Hours : 9am to 6pm (but need to be flexible)
This is a fully onsite opportunity requiring the qualified professional to work onsite 5 days a week.
Responsibilities :
HVAC System including monitoring of system responding to alarms, making service calls, setting up monthly, quarterly and seasonal maintenance checkups.
Coordination of all aspects of building shutdowns.
Working with building personnel to arrange for repairs and work orders.
Conference room setup, supplies, cleanup and general appearance.
Coordination with staff for lobby guest lists for large meetings / conferences.
Scheduling of exterminator and office maintenance;
Fire and safety compliance. Manage and conduct staff emergency, safety and security trainings and orientations.
Office moves and new hire setup.
Manage building IDs, office security cards, and ensuring office floor maps are current.
Communicate to staff regarding office fire drills, building activities and any updates regarding any LDF building location.
Troubleshooting all office equipment issues
Arranging for all repairs - e.g. electricians, locksmiths, copy technician, etc.
General office upkeep, touch up paint, order equipment replacement parts.
Ensuring AED / CPR unit is in working order.
Creating Conduct employee orientation for UPS accounts - creating accounts and training on system. Supply and UPS accounts for new employees and orienting them.
Manage shipping and receiving for office.
Arranging for messengers / deliveries (using LDF control procedures).
Signing for packages / messenger / deliveries.
Facilitate the delivery of confidential and sensitive mail to the Development Department, Finance, and the President & Director Counsel.
Scanning checks and sending batches via email to Development and Accounting.
Sorting and distribution of mail / preparing and mass mailings.
Post office runs for certified mail, special deliveries.
Filling the postage meter and ordering supplies.
Ordering and maintaining sufficient inventory of office, pantry, paper and janitorial supplies, including researching pricing.
Photo copiers, copying, scanning, making booklets and document management using quality control.
Calling for service for equipment repairs.
Assist IT Manager with new employee setup, troubleshooting and other projects, when needed.
Assist with general office upkeep and appearance.
Supporting budgeting preparation for facilities and administrative expenses.
Other duties as assigned within the general scope of the position.
Qualifications :
3-5 year's experience
Remain in stationary potion, often standing or sitting for prolonged periods
Move in different positions to accomplish tasks in various environments, including tight and confined spaces, such as accessing file cabinets, office machinery, etc.
Operate computer or other equipment such as calculators, copy machines, printers
Ascend or descend ladders, stairs, ramps, poles, etc.
Detect, determine, discern, distinguish, perceive, identify, recognize, observe, inspect, estimate, assess, or compare objects such as words, images, actions, etc. to assess accuracy, presentation, and completeness of assigned work.
Communicate, detect, converse, convey, express, discuss, and exchange information with others.
Repeat motions that may include the wrists, hands and / or fingers (such as typing)
Operate machinery, power tools, shovels, or heavy equipment.
Regularly lift objects between 11 and 15 pounds.
Essential job - may be required to support operations or functions during an emergency or building closure and may be required to work (or report to work) when other employees are not required.
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