Facilities Specialist
POSITION PURPOSE:
The facility coordinator position is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilitiesAlso responsible for directing and coordinating office services and related activities.
ESSENTIAL FUNCTIONS AND DUTIES:
(not all inclusive)To perform this job successfully, an individual must be able to perform each essential function/duty satisfactorilyReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/duties:
1Work ConductaMaintains a positive and enthusiastic attitude.
bWorks harmoniously and effectively with staff and the public.
cArrives on time to work.
dKeeps workspace clean and organized.
eStays awake and alert while on work time.
fWorks the full hours per week for the position.
gEffectively works under stressful situations and with problem customers.
2Facility CoordinationaSupervises the maintenance of office equipment, including copier, fax machine, etc.
bResponsible for the facilities day-to-day operations.
cResponsible for maintaining information for inspections for internal and external safety personnel (i.
eFire Marshall).
dResponsible for filling our requisition forms and maintaining receipts for purchases when needed.
eRun monthly safety drills.
fMaintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
iEnsure all visitors sign in/out of the facility and have appropriate identification.
iiEnsure that all participants who do not ride Paladin transportation sign in/out of the facility.
gEnsures that contracted vendor maintains lawn care (i.
emowing of grass, plowing of snow) around the facility.
iReports any issues with such vendors to Center Director.
hUpdate calendars, schedule meetings, and ensure conference rooms and other meeting areas are prepared prior to use.
iResponsible for opening/closing the facility (while following proper protocols) to allow the appropriate personnel access to the building.
3ReceptionaGreet and welcome guests as soon as they arrive at the office.
bEnsure guests and employees are following proper safety policies and procedures.
cManages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
dGreet and welcome guests as soon as they arrive at the office.
eDirect visitors to the appropriate person and officefAnswer, screen and forward incoming phone callsgEnsure reception area is tidy and presentable, with all necessary stationery and material (e.
g.
, pens, forms and brochures)hReceive, sort and distribute daily mail/deliveries.
4OverallaEnsure timely completion of job duties.
bEffectively contributes to problem solving and developing new processes and procedures, in response to changing customer service expectations and system-wide goals.
aEffectively communicates to staff and customers verbally and in writing.
bEffectively contributes to the work and success of the team.
cReport, acknowledge, and resolve complaints from outside contacts.
dMay be asked to serve on various agency committees (safety, events planning, cope, medic etc.
)eResponsible for working in the program rooms, if needed.
5TechnologyaEffectively uses the following equipment:
iLaptops, desktops, or other computer equipmentiiPrinter, copier, fax, scanner, etc.
iiiMobile DevicesivExternal storage devicesbEffectively learns and uses integrated library software, Microsoft Office Suite, google apps for work, open-source office software, and Active Directory.
cEffectively uses the Internet as appropriate for work.
dEffectively learns and uses email.
eEffectively learns and uses social media and apps as appropriate or needed for work.
6Physical DemandsaWhile performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hearThe employee is occasionally required to stand; walk; sit; climb; balance; stoop, kneel, crouch, or crawlThe employee must occasionally lift and/or move up to 25 poundsSpecific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focusThe employee must be able to perceive, initiate, or respond to fire alarms, warning sirens, and telephone system all-call messages in a calm, rational manner, making sure that the other employees and patrons are safe and out of the building.
bWhile performing the duties of this job, the employee may be exposed to room temperature changes.
cWhile performing the duties of this job, the employee may be exposed to noise levels that are low to moderate.
COGNITIVE REQUIREMENTS:
Work with minimum supervision (makes own decision as to priorities)Ability to work on several tasks at the same time such as (typing, answering telephone, greeting visitors, answering intercom, and directing staff, clients, and public to appropriate individuals or departments)Patience and diplomacy needed when dealing with clients or public with limited communication skills or difficult clients.
ADDITIONAL INFORMATION:
May be asked to serve on various agency committees (safety, events planning, cope, medic etc.
)Responsible for working in the program rooms, if needed.
PIf4476199f09e-35216-32837665 Recommended Skills Access Controls Communication Customer Service Diplomacy Fax Front Office Estimated Salary: $20 to $28 per hour based on qualifications.
The facility coordinator position is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilitiesAlso responsible for directing and coordinating office services and related activities.
ESSENTIAL FUNCTIONS AND DUTIES:
(not all inclusive)To perform this job successfully, an individual must be able to perform each essential function/duty satisfactorilyReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/duties:
1Work ConductaMaintains a positive and enthusiastic attitude.
bWorks harmoniously and effectively with staff and the public.
cArrives on time to work.
dKeeps workspace clean and organized.
eStays awake and alert while on work time.
fWorks the full hours per week for the position.
gEffectively works under stressful situations and with problem customers.
2Facility CoordinationaSupervises the maintenance of office equipment, including copier, fax machine, etc.
bResponsible for the facilities day-to-day operations.
cResponsible for maintaining information for inspections for internal and external safety personnel (i.
eFire Marshall).
dResponsible for filling our requisition forms and maintaining receipts for purchases when needed.
eRun monthly safety drills.
fMaintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
iEnsure all visitors sign in/out of the facility and have appropriate identification.
iiEnsure that all participants who do not ride Paladin transportation sign in/out of the facility.
gEnsures that contracted vendor maintains lawn care (i.
emowing of grass, plowing of snow) around the facility.
iReports any issues with such vendors to Center Director.
hUpdate calendars, schedule meetings, and ensure conference rooms and other meeting areas are prepared prior to use.
iResponsible for opening/closing the facility (while following proper protocols) to allow the appropriate personnel access to the building.
3ReceptionaGreet and welcome guests as soon as they arrive at the office.
bEnsure guests and employees are following proper safety policies and procedures.
cManages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
dGreet and welcome guests as soon as they arrive at the office.
eDirect visitors to the appropriate person and officefAnswer, screen and forward incoming phone callsgEnsure reception area is tidy and presentable, with all necessary stationery and material (e.
g.
, pens, forms and brochures)hReceive, sort and distribute daily mail/deliveries.
4OverallaEnsure timely completion of job duties.
bEffectively contributes to problem solving and developing new processes and procedures, in response to changing customer service expectations and system-wide goals.
aEffectively communicates to staff and customers verbally and in writing.
bEffectively contributes to the work and success of the team.
cReport, acknowledge, and resolve complaints from outside contacts.
dMay be asked to serve on various agency committees (safety, events planning, cope, medic etc.
)eResponsible for working in the program rooms, if needed.
5TechnologyaEffectively uses the following equipment:
iLaptops, desktops, or other computer equipmentiiPrinter, copier, fax, scanner, etc.
iiiMobile DevicesivExternal storage devicesbEffectively learns and uses integrated library software, Microsoft Office Suite, google apps for work, open-source office software, and Active Directory.
cEffectively uses the Internet as appropriate for work.
dEffectively learns and uses email.
eEffectively learns and uses social media and apps as appropriate or needed for work.
6Physical DemandsaWhile performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hearThe employee is occasionally required to stand; walk; sit; climb; balance; stoop, kneel, crouch, or crawlThe employee must occasionally lift and/or move up to 25 poundsSpecific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focusThe employee must be able to perceive, initiate, or respond to fire alarms, warning sirens, and telephone system all-call messages in a calm, rational manner, making sure that the other employees and patrons are safe and out of the building.
bWhile performing the duties of this job, the employee may be exposed to room temperature changes.
cWhile performing the duties of this job, the employee may be exposed to noise levels that are low to moderate.
COGNITIVE REQUIREMENTS:
Work with minimum supervision (makes own decision as to priorities)Ability to work on several tasks at the same time such as (typing, answering telephone, greeting visitors, answering intercom, and directing staff, clients, and public to appropriate individuals or departments)Patience and diplomacy needed when dealing with clients or public with limited communication skills or difficult clients.
ADDITIONAL INFORMATION:
May be asked to serve on various agency committees (safety, events planning, cope, medic etc.
)Responsible for working in the program rooms, if needed.
PIf4476199f09e-35216-32837665 Recommended Skills Access Controls Communication Customer Service Diplomacy Fax Front Office Estimated Salary: $20 to $28 per hour based on qualifications.
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