Facilities Administrative Coordinator

Description

• Preparation and presentation of reports, statistical graphs & charts, presentations and other materials for meetings and correspondence
• Answer vendor emails requesting specific information or data used to provide analysis, reports and proposals
• Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail, uniforms and other materials
• Administrative and organizational management of multiple due dates and reporting deadlines including NSPIRE inspections with direct responsibility of uploading pertinent data as required within specified deadlines
• Set up new vendors for Facilities & Maintenance departments
• Support tracking of Project Manager role projects and deliverables with costs
• Prepare and send out Request for Proposals (RFP) for vendor bids and projects as needed
• Assist the Director of Facilities in needed support related to facilities tracking and initiatives which include Work Order metrics, new vendor set up procedures, Building Information database and Utility Use data compliance and benchmarking as required including Data Aggregation, Report Running & Distribution, setting up new properties with YES and tracking deadlines

Requirements

• Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from challenging situations
• Prior experience providing Facilities & Maintenance administrative and project management support for a large portfolio
• Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
• Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
• Affordable Housing, Property Management or Real Estate experience is strongly preferred. Some knowledge of residential property management or facilities/maintenance is a plus
• Proven customer service and communication skills or willingness to seek and pursue additional training.
• Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
• Must be trustworthy, ethical, reliable, and dependable
• Outstanding customer service skills for working with staff and vendors
• Demonstrated ability to quickly learn new software programs, processes, skills, and information
• Prefer 2 years of higher education – associate degree or equivalent
• Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.
• Ability to independently create Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
• Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills

Benefits

• 403(b) retirement plan with company match
• Confidential, 24/7 Employee Assistance Program
• Tax-advantage accounts: commuter/parking, medical & dependent care FSA
• Medical, dental, and vision insurance
• 12 Paid Holidays & tenure-based PTO accruals
• Hospital & Critical Illness Insurance
• Pay range: $55-65k
• Company paid Life & Disability Insurance
• Employer contributions to Health Savings Accounts

Training + Development

Interview process

Visa Sponsorship

Security clearance