Friendship Place Washington , DC 20319
Posted 4 days ago
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Job Type
Full-time
Description
Position Title: Facilities/Office Assistant
Reports to: Facilities & Office Manager
Category: Non
Location: Hybrid
Hours: 9 am- 5 pm, occasional weekend and evening work
Our Core Values:
Friendship Place is a Person
Excellence and Innovation
Finding Ways to Say "Yes"
Caring at the Core
Agents of Change
Support, Empowerment, and Development
Inclusion, Diversity, Equity, and Collaboration
Integrity and Accountability
Who We Are:
Friendship Place is a nonprofit organization serving the Washington DC region, empowering individuals and families experiencing or at risk of homelessness to rebuild their lives with the involvement of the community. Friendship Place offers the most effective model for addressing homelessness, with innovative, customized programs that have positive, demonstrable results and a lasting impact on the community and beyond. Our programs are person-centric - individualized to meet the needs and goals of individuals, families, youth/young adults, and Veterans experiencing homelessness. We provide outreach, hospitality, health care, case management, housing, job placement services, and advocacy. We have established a national presence and are known for sharing best practices in the field
Summary:
This position is responsible for assisting the Facilities and Office Manager (FOM) with general office duties, being a liaison to the information services support contractor, and providing daily support to employees. This position will also be the primary coordinator for the operations and facilities management for the Welcome Center (WC) and will serve as the point of contact (POC) for vendors. The role requires working professionally with both external vendors as well as internal contacts at all levels of the organization. The role will require the ability to write clearly and be proficient with word processing applications. Strong communication skills are also highly valued.
Administrative Duties
Helps to maintain contracts and copies of organizational documents in electronic and paper format including the contract dashboard
Sorts, scans, and forwards mail to appropriate parties
Supports staff with general administrative and tech-related needs as directed by FOM
Works with FOM to update and maintain inventory of all FP tech issued to staff and programs
Assists FOM with maintenance, tracking and upkeep of company vehicles
Schedules meetings using virtual conferencing platforms
Acts as a point of contact for office equipment maintenance issues
Responsible for creating and ordering staff ID and business cards
Responsible for sorting and redirecting all general mail
Responsible for checking the office phone voicemail and redirecting or following up with external vendors or individuals
Facilities Operation Duties
Point of contact (POC) for Welcome Center facility operations and repairs
Coordinate WC facilities contracts
Coordinate the two annual fire inspection services i.e., fire equipment and building inspections
Coordinate with cleaning service company and facilitate any service changes as needed
Helping to resolve facility projects including HVAC replacement, interior and exterior painting, coordinating electrical company to come on-site and assess repairs and installation needs, tree removal, etc.
Purchases and restocks cleaning and office supplies for WC
Facilitate use and maintenance of the company vehicle parked at the WC
Other related duties as assigned
Information Technology (IT) Responsibilities
Ensure that staff changes are updated on internal software systems
Maintains user accounts for new employees, deleting and transferring old ones
Works with FOM to periodically surveys offices and departments for hardware and software needs
Supports the updating of employee directories and other administrative documents in the Intranet and across platforms
May assist in organizing paper and electronic records
Liaison with IT vendor to maintain users accounts and ensures proper on-boarding and off-boarding procedure are used
Requirements
Education/Experience:
High school diploma, GED, or associate's degree
Experience with office or administrative work
Proficiency in Office 365 system
Comfortable with learning new software systems
Qualifications:
Personable and can work well with others at various levels of the organization
Strong written and verbal communication skills
Self-driven and works well under limited supervision
Displays great attention to detail and problem-solving skills
Excellent time management skills with the ability to prioritize tasks to meet goals
Knowledge of office management systems and procedures
Working knowledge of office equipment i.e., printers, fax machines, computers, and phone systems
Strong commitment to Friendship Place's mission, including racial equity and social justice.
Ability to maintain information confidentiality
Valid driver's license
Working conditions
Physical and Environmental Requirements
Direct reports
Indirect reports
Specific Requirements:
Background Checks:
Other Details:
Application Deadline: This job is open until filled, or the hiring manager determines that they can no longer accept applications.
Compensation: The starting annual salary is based on a step system. A candidate's starting pay determination is made based on meeting the basic position requirements, and current completed education, credentials, and/or work experience. Please Note: The step system is set and not open to pay negotiation.
Benefits: We offer an excellent benefits package including low-cost health insurance, health reimbursement, flexible spending accounts, employer-paid dental, vision, short and long-term disability, life insurance, 403B defined contribution plan matching, employee assistance programs, professional development, employee resource groups, 14 paid holidays, 15 days of vacation and 10 days of sick leave during 1st year of employment, and much more!
COVID-19: All Friendship Place employees, regardless of their vaccination status, must continue to take precautions against the spread of COVID-19, in accordance with agency's COVID-19 protocols and applicable law and guidance. This includes, but is not limited to, wearing masks in congregated settings, washing their hands or using hand sanitizer often, monitoring their daily health, and staying home if they are exhibiting COVID-19 symptoms (or if they are otherwise prohibited from reporting to work by health provider pursuant to CDC, state and local guidance). Since the public health and legal landscapes regarding this policy are subject to frequent changes, Friendship Place reserves the right to amend or cancel this policy at any time at its sole discretion, consistent with applicable law, consistent with CDC guidelines and the DC Department of Health. Please direct any questions regarding this policy to Human Resources.
Diversity & Equal Opportunity Statement: Friendship Place is an Equal Opportunity Employer. We are committed to maximizing the diversity of our team and want to involve all those who can contribute to our inclusive culture. We support all qualified individuals within our workforce without regard to race, color, gender, sexual orientation, gender identity and expression, age, national origin, marital status, citizenship, disability, veteran status, and other characteristics protected by applicable law. Friend Place is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact human resources at hraudit@friendshipplace.org.
Interview Process: Phone screening, Panel style interview, and Final Interview.
Website: www.friendshipplace.org
How to Apply:
Interested applicants should apply via the organizational website. All of our current career openings can be found by visiting: https://friendshipplace.org/who-we-are/careers/
Salary Description
$45,000.00 - $50,000.00
Friendship Place