Facilities Department Assistant

CABVI is seeking a Facilities Department Assistant to provide clerical and administrative support to the Facilities Department of CABVI.

KEY JOB ELEMENTS

• Maintain all facilities records including, but not limited to, inspections, compliance testing to remain in compliance with local, state, and federal laws and regulations.
• Contact contractors and vendors for repairs to facilities and equipment with the authorization of facilities management.

Meet contractors and vendors at specific locations to explain and introduce work to be quoted. Provide answers to internal and external customers / contractors regarding routine questions and provide follow-up information on a variety of facilities related requests.

• Monitor and maintain all facilities contracts, assuring they are current and up to date and monitoring renewal and cancelation dates.
• Maintain all transportation, maintenance, and BSC vehicle records (inspections, registrations, insurance, and maintenance) in a digital data-base file.
• Work with purchasing to obtain quotes and process MRs following all purchasing policies and procedures.
• Support and assist CABVI security and safety programs by creating annual schedules for all drills to be approved by facilities management, recording all data, and maintaining a digital data base.

Participate in drills as requested and report safety and security violations to facilities management.

• Place orders for all facilities supplies to be approved by facilities management.
• Conduct regular inventory audits to assure supplies are available and being used for CABVI purposes only.
• Tag all items with Property of CABVI labels and enter data into inventory application database.
• Assist in internal and external audits.
• Act as department point of contact for all facilities service request tickets.
• Assist in auctions from building the block to scheduling pickup of sold merchandise.
• Assist when needed in the safety and cleanliness of all facilities. This could involve hands on housekeeping.
• Develop and maintain the contractor / vendor scoring system.
• Assist in set up and take down of decorations, tables, chairs and whatever is necessary to make events successful.
• Maintain department specific onboarding and training materials. Distribute, as needed, and record / track completion.
• Travel to all CABVI facilities to perform tasks assigned by facilities management.
• Adapts to change and completes other duties as assigned by facilities management.
• Consistently achieves annual performance objectives.

COMPUTER / TECHNICAL SKILLS

Must have good telephone, typing and data entry skills. Must have proven history / knowledge regarding Microsoft Office Suite.

Must have excellent Excel skills and the ability to create and manage an organized database. Must be willing to adjust to changing technology.

Experience in Happy Fox or other work order request programs a plus.

PHYSICAL DEMANDS

Routinely required to stand, walk, talk, and hear. Frequently required to reach with hand and arms. Occasionally required to stoop or kneel.

May occasionally lift or move up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the key job elements.

WORK ENVIRONMENT

In-house position with minimal travel. Occasionally exposed to mechanical parts. Noise level is moderate to high.

EDUCATION and / or EXPERIENCE

Minimum education of high school diploma or equivalent with at least six years of experience in related facilities field required.

Associate’s degree in a related field preferred. Must have a valid NYS DMV driver’s license for term of employment.