Facilities Administrative Assistant

The Gersh Organization is dedicated to changing the lives of children on the autism spectrum. Our team of professionals is committed to providing opportunities, inspiration, and guidance for every child to reach their full potential, regardless of the challenges they face.

Duties and responsibilities

• Help support day to day responsibilities of facilities staff
• Work with VP to help manage a systematic, proactive approach to maintaining all of our locations and supporting the staff at each location – coordinate weekly maintenance logs with maintenance staff at each location and attend weekly maintenance calls
• Handle all maintenance and cleaning, bids for facilities related projects, contract laborers as needed to keep each of our locations; residential properties and schools looking presentable and clean
• Manage fleet of vehicles from keeping up on registration, inspection, distribution of insurance cards, maintenance, new driver approval, and maintaining monthly vehicle master list, etc.
• Keep track of all inspections and certifications by scheduling all required annual inspections for boilers, fire extinguishers, fire marshal, fire and safety, board of health, pools, backflow testing, asbestos etc. and follow through on all corrective action.
• Assist in the creation and organization of all facilities and safety related SOPs
• Coordinate approval of all quotes and contracts and invoices with VP approval and submittal to accounting for payment
• Process necessary expense reports for department
• Work with VP to lower maintenance costs by looking into and possible re-negotiation of vendor contracts servicing our locations
• Work with VP on streamlining ordering for facilities related supplies
• Work with VP on scope of work, timeline and budget for all facilities projects and ordering of all supplies and furniture, and coordination of third-party vendors related to project
• Assist in creating, organizing, and maintaining log/inventory of equipment, tools for items in storage for all locations
• Assist the VP on a maintenance schedule for machinery, tools, and equipment
• Keep all facilities related files up to date
• Assist & support in all new location openings – create before and after PowerPoint
• Manage preparation of rooms for visitors in corporate housing & communication of house rules/information

Hourly rate of $26.45-$28.85 commensurate with experience.

Requirements

Qualifications

• The person filling this role must have excellent computer, communication, organization skills and must be able to juggle and prioritize several different projects at once.
• Must have the ability to manage multiple projects at multiple locations at once.
• Must be proficient in Outlook, Excel, Word, Asana, and other scheduling software.
• Must be able to create budgets and templates.
• Proactive approach to all responsibilities and solution-oriented thinking required.
• Must have clean drivers license and own car.
• At least 2 years related experience.

Benefits

• Health insurance
• Dental Insurance
• Paid time off
• Dental insurance
• Vision insurance
• Life insurance
• 401(k) matching
• Retirement plan
• Flexible spending account