Facilities Coordinator

PROMESA R.H.C.F. • New York, NY

1d

About The Position

Provides administrative and office support activities for the Administrator of Facilities Operations and coordinates with the facilities management staff to ensure optimal department operations. Duties include preparing various departmental reports, developing documents related to audits and facilities’ inspections, providing support with procurement of supplies, preparing payment requests, organizing and tracking all approval submissions, coordinating staff scheduling, managing payroll, receiving and routing telephone calls, receiving and directing visitors, and document filing (electronic and paper).

Requirements

• High school diploma or equivalent, with previous experience in administrative or maintenance support preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and facility management software.
• Strong ability to prioritize and manage multiple projects simultaneously.
• Excellent interpersonal skills to interact with staff, management, and vendors.

Responsibilities

• Schedule repairs, maintenance, and facility services, including coordinating with external vendors.
• Oversee inventory of cleaning supplies, equipment, and office supplies; and manage ordering and procurement of necessary supplies/equipment.
• Assist with safety inspections, facility walkthroughs, and ensure compliance with health and safety regulations.
• Assist with safety inspections, facility walkthroughs, and ensure compliance with health and safety regulations.
• Accept incoming and outgoing calls, maintains accurate messages and disseminates same
• Sort, scan, file and deliver mail.
• Reroutes, transmits, completes or delivers reports to all departments.
• Ensure all check requests, petty cash and billing is accurate, tracked and submitted timely.
• Keep notes and minutes on all departmental meetings and needs.
• Ensure departmental payroll is accurate and complete, coordinate discrepancies with payroll and support Administrator in completion as needed.
• Act as directed by the Administrator of Facilities Operations’ office in providing support and communication between the senior leadership and internal and external partners.
• Assist as needed in special assigned projects, including reporting and tracking deliverables.
• Provide strong follow-up and ensure complete closure of open items.
• Develop a comprehensive filing system and manage and maintain all files.
• Assist with workspace setups for meetings, events, or employee relocations.

Benefits

• Acacia Network provides a comprehensive and competitive benefits package to our employees.
• In addition to a competitive salary, our benefits include medical, dental, and vision coverage.
• We also offer generous paid time off, including vacation days and paid holidays, to support a healthy work-life balance.
• We prioritize the well-being of our employees both professionally and personally.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED