New York, NY
Founded in 1906, AJC seeks to enhance the well-being of the Jewish people and Israel, and to advance human rights and democratic values in the United States and around the world. Among Jewish advocacy organizations, AJC is the leader in the global arena. We are known for our unparalleled access to diplomats, government officials, and faith leaders in more than 100 countries. In addition to our New York headquarters and Office of Government and International Affairs in Washington, D.C., AJC has offices across the United States and around the globe, and maintains partnerships with Jewish communities worldwide.
The Facilities Associate will enable staff to work more effectively towards AJC’s mission by providing optimal working conditions and offering services that are environmentally safe, friendly and cost efficient. The Facilities Associate will assist in all aspects of facilities and office services, procure goods and services while tightly managing costs, provide outstanding customer service to employees, furnish accurate information and communications on a timely basis, and ensure that all aspects of the building are compliant with codes. Scope of work will include NY headquarters and all US regional offices.
The Facilities Associate does all this while adhering to AJC’s core values: Respect, Teamwork, Integrity, Excellence, and Accountability.
- Day to day upkeep of facilities, acting as liaison between users and building maintenance staff. Maintain mechanic’s list of tasks, follow up to ensure completion of tasks, communicate with and resolve issues for building occupants;
- Communicate and coordinate with cleaning staff when necessary;
- Collaborate with Director and Engineer on oversight of building systems including mechanical, fire/life safety, elevators, etc.;
- Work with Director on annual budget;
- Ensure the NY headquarters compliant with local, state and federal codes;
- Coordinate and assist engineer in maintaining logbooks required by City and State in compliance with codes as needed;
- Assist Director in overseeing print shop and mail room activities;
- Assist the Director, CFO and real estate consultants in activities associated with sub-leasing of available space;
- Develop and maintain relationships with tenants, upkeep tenant contact information, invoice tenants for services when required;
- Manage location, relocation and temporary location of seating assignments;
- Maintain master calendar and liaise with staff, tenants, and outside companies on meeting scheduling, and set ups, distribute weekly schedule, and resolve conflicts;
- Consult with staff and interface with IT to ensure AV requirements are met in conference rooms;
- Reconcile department P-card purchases;
- Open and route department mail;
- Maintain emergency supplies.
- Work with consultant and director toward recertification of LEED status in the NY headquarters as well as ensure compliance with LEED requirements throughout the year(s);
- Maintain logging/tracking of power, water, waste/recycling, purchasing, cleaning, copy counts;
- Maintain recycling standards, cleaning standards and educate staff and tenants on LEED compliance.
- Proactively review annual contracts for cost savings;
- Identify opportunities for cost savings by reviewing
purchases and seeking new sources;
- Consult with and assist regional offices with requirements on their purchases;
- Assist with the development of purchasing policies and procedures;
- Prepare and execute RFPs and RFIs;
- Prepare POs for signature with proper documentation back up;
- Assist Director to manage, maintain and grow existing supplier base and qualify and develop new suppliers;
- Directly procure a variety of supplies from various suppliers via internet and phone;
- Assess bids from vendors and make recommendation from whom to purchase;
- Review vendor invoices for accuracy, follow up any identified issues, process invoices for payment;
- Negotiate energy contract.
- Bachelor degree preferred
- Experience: Experience preferable but not required in all or some of the following: facility operations, purchasing, mail room and print shop work, HVAC, electrical, plumbing, building and mechanical systems, LEED certification and USGBC standards.
- Excellent project management skills
- Excellent negotiating skills with a demonstrated commitment to high ethical standard and values
- Able to manage staff and work with internal and external “clients” in a service oriented role.
- Ability to creatively and practically solve problems
- Excellent written and verbal communication skills
- Financial, analytical and budgeting skills
- Attention to detail and consistency in adhering to policies and procedures
- Good safety habits and common sense; ability to take necessary action in emergency situations
- Ability to effectively prioritize and execute tasks in a timely manner
- Dependable and punctual
- Outstanding organization skills and ability to manage multiple priorities in a fast paced and changing environment
- Respect for and adherence to confidentiality is required
- Excellent customer service skills
- A self-starter, willing to take the initiative
- Ability to work with diverse staff
- A team player as well as able to work independently
- Ability to delegate work effectively
- Passion for the mission of AJC
- Willingness to attend meetings and/or oversee work outside of standard working hours
AJC is an Equal Opportunity Employer.
Please submit your application on: https://ajchr.wufoo.com/forms/r1fewv611gf3dqr/