Facilities Assistant I

POSITION: Facilities Assistant I

STATUS: Non-Exempt; Full time

REPORTS TO: Facility Manager

SUPERVISES: N/A

DEPARTMENT: Facility Department

OFFICIAL DUTY STATION: Los Feliz Health Center (1530 Hillhurst Avenue, Los Angeles, CA 90027)

BENEFITS:

• Public Service Loan Forgiveness

• 401(k) Retirement Plan

• Medical, Dental, and Vision Insurance

• 13 Paid Holidays

• Life Insurance, Short Term Disability, Accident Insurance, etc.

• Commuter Discount (Metro, Metrolink)

• Commuter and Ride Share

• Discounted Tickets

DUTIES AND RESPONSIBILITIES:

General Duties

1.Provide excellent customer service to clients, staff, vendors, and guests at all locations.

2.Assist with monitoring and managing parking logistics.

3.Work with Manager and DFO to ensure that all sites receive passing scores or higher for internal/external audits as it relates to Facility Operations.

4.Respond to facility tickets within set parameters and expectations. Ensure all tickets that are assigned are completed.

5.Process purchase orders and ensure vendors are paid in a timely manner

6.Properly track all facility related credit card purchases.

7.Understand policies and procedures applicable to facility duties

Maintenance:

8.Identify and work with appropriate vendors for repairs or other facility related issues.

9.Assist with monitoring and scheduling of building maintenance.

10. Perform site checks for all locations and company vehicles for deficiencies and safety issues.

11. Perform basic building maintenance duties (i.e. changing light bulbs, etc.)

12. Ensure all utilities are working properly without interruptions

13. Monitor copier usage and maintenance

Supplies

14. Ensure facility/office supplies are well stocked and organized.

15. Track inventory log for all facility related furniture and equipment

16. Maintain breakroom/kitchens with adequate coffee supplies

17. Work with Facility Manager/DFO to monitor contents in Public Storage units

Mail and Delivery Operations

18. Carry out mail operations for all site locations according to policies and procedures.

19. Act as a back-up courier to Facility Site Supervisor

20. Maintain stamp machine - Pitney Bowes DM225

21. Deliver bulk mail to Post Office

22. Package and arrange delivery/returns of packages with designated couriers

23. Input incoming checks in excel and submit monthly to the Fiscal Department.

24. Pick up Fecal Occult Blood Test (FOBT) mailers at assigned post office 3 times a week.

25. Ensure lab coats and exam room curtains are rotated out to be professionally laundered by designated laundry vendor. Report any damages or lost items with the laundry services.

Security and Safety:

26. Monitor the security and integrity of each site.

27. Work with contracted patrol/local authorities to disperse any loitering individuals.

28. Monitor building safety checklist for each site.

29. Ensure all sites meet minimum standards per fire code regulations and audit requirements.

30. Work with staff and vendors to ensure all sites are secured at the end of the day.

31. Monitor key distribution and staff access to APHCV properties.

Audits

32. Work with Facility Manager and other departments for internal/external audits related to facility.

33. Prepare all sites for facility audits to ensure passing results

34. Work with Facility Manager to address any facility related audits to meet minimum standards

Vending Machines

35. Count money collected from token and vending machines

36. Distribute parking tokens to ensure adequate amount in token machine and front desk staff

37. Contact vendor if either machine is not working properly

Other duties as assigned by DFO, Managers, or CEO.

PERFORMANCE EXPECTATIONS:

1.Sort and delivery mail/packages with 95% of the mail sorted and delivered correctly

2.Passing scores of Facility Audits internally or externally that is associated with assigned duties.

3.Process at least 20 POs per month

4.Incoming check ledger turned in monthly to the Fiscal Department per policies and procedures.

5.Facility Tickets Assigned and responded to within the set parameters

6.Customer service feedback.

SUMMARY:

Under the direction of the Facility Manager and Director of Facility Operations (DFO), this position performs various duties to enhance customer service and ensure day-to-day operations of the facilities/vehicles that APHCV owns or leases. The Facilities Assistant I (FAI) shall check the work of the housekeeper and janitorial vendors from each site to ensure all work is meeting set standards. The FAI shall travel to other locations to perform site inspections and assist with deliveries. The FAI may act as a back-up to the Facility Manager in their absence and may be asked to be on call should there be any issues at a site location or during a construction project. To meet the needs of APHCV site locations, this position may be required to work off-hours to ensure that facility work does not interfere with business operations.

APHCV expects all employees to respond and participate to emergency situation per emergency policies and procedures.

APHCV is a tobacco-free organization.

Qualifications

REQUIRED:

1.Must use technology such as the business cell phone, email, internet, computers to send communications as required and order supplies.

2.High School Diploma or 1 year minimum experience as a receptionist

3.Proficiency in Microsoft Office applications

4.Exceptional customer service towards patients and staff

5.Handles multiple task efficiently and accurately

6.Professional demeanor at all times.

7.Must be able to materially perform the task normally associated with the position including but not limited to: ability to lift up to 50-75 lbs.

HR Procedural requirements:

1.Legal authorization to work in the United States

2.A valid California Driver's license with clean records and access to insured automobile

3.Completion of APHCV Health Assessment Form

4.Completion of DOJ background check

PREFERRED:

1.Ability to use technology such as texting.

2.Certification or courses in Facility Management.

3.Any specialized experience on mechanical, HVAC, plumbing, boiler systems, electrical, and solar system or similar types of building equipment.

4.Basic knowledge and use of using basic tools (hammer, drill, wrench, etc.)