Facilities and Office Coordinator (Part- Time)

Position Summary

The Facilities and Office Coordinator is responsible for coordinating general office operations, procedures and resources to facilitate effectiveness and efficiency. This individual should take pride in being the go-to person for solving and overseeing all facilities and office problems, including the management of office supplies, vendor relationships, temperature control, etc. The candidate must be able to organize and prioritize multiple tasks, effectively manage through stressful situations, and consistently make effective, high quality decisions; must develop and effectively manage staff and vendor relationships. In addition, this position requires that the individual be able to perform manual labor as required.

Specific Responsibilities

• Maintain and organize all general office spaces, including storage, mail room, copy centers and break rooms.
• Oversee office space maintenance/repairs such as:

  HVAC system and utilities

  Assembling of furniture/equipment, relocate and mount furniture and equipment, i.e., whiteboards, etc.

• Manage cleaning services; acting as the liaison, managing any issues that arise with the company, reviewing their services on a quarterly basis, making recommendations for improvement, responding to staff’s concerns
• Manage parking spaces. Tracking and monitoring parking spaces for authorized users. Annually manage parking contracts with internal staff and external customers
• Acquisition of storage space as required
• Oversee recycling program and disposal of equipment
• Order office supplies, cleaning supplies, furniture, fixtures, and accessories as needed
• Facilitate office planning and space allocation, setting up space for new staff prior to their arrival with supplies, furniture, etc.
• Train staff and manage the alarm system. The coordinator will be the point of contact for when the alarm goes off.
• Act as the liaison with building management regarding building concerns and general maintenance; send out alerts, updates regarding the building and space to organization
• Evaluate energy expenditures and propose alternatives that save money and reduce the organizations impact
• Code, process, submit and track invoices related to office and facilities management
• Assist with other duties as assigned, i.e., filing, organizing, ordering food, covering the receptionist desk, cleaning up spills and assist with conference room set up when necessary, etc.

Qualifications

• 3-5 years of facilities and office oversight/coordination and HVAC experience
• High School diploma or GED required, certification in facilities and office management preferred or an associate’s degree in the relevant field
• Excellent organizational skills, attention to detail and high level of accuracy;
• Excellent verbal and written communication skills;
• Strong interpersonal skills with the ability to build and maintain strong relationships internally and externally
• Highly proficient in word processing and spreadsheet applications (MS Word, MS Excel)
• Ability to life 20lbs or more; ability to move and assemble furniture as required

If you are interested in learning more about YouthBuild USA, please visit our website at www.youthbuild.org. If you are interested in applying for this position, please send your cover letter and resume to: Job Search, YouthBuild USA, 58 Day Street, Somerville, MA 02144 or you may apply on-line @ http://www.youthbuild.org/apply. Please apply by November 30, 2014. YouthBuild USA is an Equal Opportunity Employer Male/Female/Disabled/Veteran.

DISCLAIMER:

In accordance with Federal law and U.S. Department of Agriculture (USDA) policy, this institution is prohibited from discrimination on the basis of race, color, sex, national origin, religion, age, disability, military status, veteran status, or genetic information. (Not all prohibited bases apply to all programs.) To file a complaint of discrimination write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TDD). USDA is an equal opportunity provider and employer.