Job Title: Facilities Administrator
Location: New York, NY 10001
Key Responsibilities:
Facilities and Maintenance:
- Supervise the facilities help desk, ensuring that tasks are efficiently completed by maintenance staff and that communication is maintained with staff regarding the status of submitted tickets.
- Facilitate weekly meetings with the facilities team, ensuring minutes are recorded and action items are followed up on.
- Analyze help desk tickets to identify recurring trends and proactively address issues.
- Coordinate with vendors and schedule necessary service and repair work for the facilities.
- Work with the Director and legal team to resolve any open violations for properties.
- Manage the payment of utility bills for multiple facilities.
- Maintain an organized filing system for all facilities-related documents and records.
- Organize and schedule any necessary training related to facilities operations, including safety protocols.
- Support the management of the organization's vehicle fleet, including reporting, maintenance, inspections, and documentation.
Facilities Purchasing and Contracts:
- Oversee the ordering, setup, distribution, and management of agency cell phones, as well as track assignments and maintain vendor relations.
- Handle the procurement and maintenance of office equipment such as copiers and fax machines, including negotiating contracts and scheduling service.
- Process requests for a special assistance program in alignment with established policies, in coordination with grants and finance teams.
- Manage purchasing duties, including vendor payments, requisitions, and purchase orders.
- Maintain communication with staff regarding purchasing needs and identify the best vendors based on cost, quality, and delivery timelines.
- Assist with monthly financial reconciliations, including credit card and accounting tracking.
- Ensure all relevant files and records are maintained accurately.
Other Duties:
- Perform additional tasks as assigned to support the overall functioning of the facilities department.
Qualifications:
- High School Diploma or equivalent required; at least 3 years of administrative experience required.
- At least 3 years of experience supporting a facilities management team preferred.
- Knowledge of helpdesk software or service management platforms is preferred.
- Strong organizational skills with the ability to manage competing priorities.
- Proficiency with Microsoft Office Suite.
- Bilingual (Spanish/English) is preferred.
- Valid driver's license is a plus.
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.