The Coordinator will enable staff to work more effectively towards AJC’s mission by providing optimal working conditions and offer services that are environmentally safe, friendly and cost efficient.
The Coordinator does all this while adhering to AJC’s core values: Respect, Teamwork, Integrity, Excellence, and Accountability.
Major Functions:
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 all aspects of the building are in compliance with codes. Scope of work includes NY headquarters and all US regional offices. This position has great learning opportunity with potential for growth.
Specific Responsibilities:
Facilities
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.
Assist Director to ensure the NY headquarters is in compliance with local, state and federal codes
Develop and maintain relationships with tenants, upkeep tenant contact information, invoice tenants for services when required.
Work with staff, tenants, and outside companies on meeting scheduling, and set ups
Reconcile expense reports
Maintain Outlook calendar meeting schedule, distribute weekly schedule, and resolve conflicts.
Reconcile P-card purchases
Open and route department mail
Maintain emergency supplies
Environmental Responsibilities
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.
Purchasing
Identify opportunities for cost savings by reviewing purchases and seeking new sources
Consult with and assist regional offices with requirements on their purchases
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 e-mail, internet and phone.
Review vendor invoices for accuracy, follow up any identified issues, process invoices for payment.
Personal Qualifications and Core Competencies:
Bachelor’s degree preferred
Experience: Experience preferable but not required in all or some of the following: facility operations, purchasing, LEED certification and USGBC standards.
Excellent project management skills
Able to manage staff and work with internal and external “clients” in a customer service-oriented role.
Ability to creatively and practically solve problems
Excellent written and verbal communication skills
Attention to detail and consistency in adhering to policies and procedures
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
Familiarity with Concur is a plus
Willingness to attend meetings and/or work outside of standard working hours on occasion
