Facilities Department Administrative Assistant

1 month ago

Utica, United States CABVI Full time
Job DescriptionJob Description

CABVI is seeking a Facilities Department Assistant to provide clerical and administrative support to the Facilities Department of CABVI.

Job Responsibilities:

  • Maintain all facilities records including, but not limited to, inspections, compliance testing to remain in compliance with local, state, and federal laws and regulations.
  • Contact contractors and vendors for repairs to facilities and equipment with the authorization of facilities management. Meet contractors and vendors at specific locations to explain and introduce work to be quoted. Provide answers to internal and external customers/contractors regarding routine questions and provide follow-up information on a variety of facilities related requests.
  • Monitor and maintain all facilities contracts, assuring they are current and up to date and monitoring renewal and cancelation dates.
  • Maintain all transportation, maintenance, and BSC vehicle records (inspections, registrations, insurance, and maintenance) in a digital data-base file.
  • Work with purchasing to obtain quotes and process MRs following all purchasing policies and procedures.
  • Support and assist CABVI security and safety programs by creating annual schedules for all drills to be approved by facilities management, recording all data, and maintaining a digital data base. Participate in drills as requested and report safety and security violations to facilities management.
  • Place orders for all facilities supplies to be approved by facilities management.
  • Conduct regular inventory audits to assure supplies are available and being used for CABVI purposes only.
  • Tag all items with Property of CABVI labels and enter data into inventory application database.
  • Assist in internal and external audits.
  • Act as department point of contact for all facilities service request tickets.
  • Assist in auctions from building the block to scheduling pickup of sold merchandise.
  • Assist when needed in the safety and cleanliness of all facilities. This could involve hands on housekeeping.
  • Develop and maintain the contractor/vendor scoring system.
  • Assist in set up and take down of decorations, tables, chairs and whatever is necessary to make events successful.
  • Maintain department specific onboarding and training materials. Distribute, as needed, and record/track completion.
  • Travel to all CABVI facilities to perform tasks assigned by facilities management.

Job Requirements:

  • Minimum education of high school diploma or equivalent required.  Associate degree and experience in related facilities field preferred. 

  • Must have a valid NYS DMV driver’s license for term of employment.
  • Must have good telephone, typing and data entry skills. Must have proven history/knowledge regarding Microsoft Office Suite. Must have excellent Excel skills and the ability to create and manage an organized database. Must be willing to adjust to changing technology.
  • Experience in Happy Fox or other work order request programs a plus.
  • May occasionally lift or move up to 50 pounds.

Benefits:

CABVI offers a generous benefit package along with a family friendly work environment. We offer three health insurance plans to choose from along with dental and vision insurance. A retirement benefit through a 403(b) is offered to include employee and employer contributions. We also have: Mileage reimbursement, paid time off, paid holidays, a fitness center accessible to employees, employer sponsored life insurance along with many other employee sponsored benefits.

CABVI is an Equal Employment Opportunity employer and welcomes all qualified applicants. Qualified applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data or any other legally protected status.

Reasonable accommodations may be made to enable individuals with disabilities to perform the key job elements.

 

Company DescriptionThe Central Association for the Blind and Visually Impaired (CABVI) is a not-for-profit agency with professional and support staff who provide comprehensive vision rehabilitation programs annually to more than 2000 people who are blind and visually impaired in a nine-county area. We teach independent living skills, as well as orientation and mobility, and we offer low vision services, children’s services, and continually-expanding technology and employment programs. One facet of our employment services is Central Industries, the Association’s manufacturing division that helps support agency services. Our mission is to assist people who are blind or visually impaired achieve their highest levels of independence.Company DescriptionThe Central Association for the Blind and Visually Impaired (CABVI) is a not-for-profit agency with professional and support staff who provide comprehensive vision rehabilitation programs annually to more than 2000 people who are blind and visually impaired in a nine-county area. We teach independent living skills, as well as orientation and mobility, and we offer low vision services, children’s services, and continually-expanding technology and employment programs. One facet of our employment services is Central Industries, the Association’s manufacturing division that helps support agency services. Our mission is to assist people who are blind or visually impaired achieve their highest levels of independence.

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