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Facilities Coordinator

2 months ago

Portland, United States Girl Scouts of Oregon and Southwest Washington Full time
Job DescriptionJob DescriptionSalary: $19.83-$26.48/hour, DOE

Girl Scouts of Oregon and Southwest Washington seeks a multi-talented Facilities Coordinator who shares our vision of helping Girl Scouts change the world.

 

What You'll Do

As the Facilities Coordinator, known internally as "Building Services Specialist", you'll be responsible for a wide range of facility management and operational duties, including managing mailroom and shipping operations, maintaining office equipment and supplies, overseeing procurement and inventory control, and building maintenance and services.

Responsibilities

Mail and Receipting

  • Ensure daily processing of mail and shipping functions, including UPS, FedEx, and USPS.
  • Coordinate pickup and delivery of US mail.
  • General building maintenance, including light plumbing. Accurate and timely processing of mailroom and shipping bills for the PSC.
  • Research and recommend replacement office equipment for the PSC.
  • Manage bulk mail permits/meters and associated processes.
  • Maintain postal account and inventory of postal supplies.
  • Produce reports for postage on a scheduled basis and as directed.
  • Coordinate the schedule of staff assigned to assist in the receipting process.
  • Lead staff in daily receipting.

Copier/Printer/Outside Printing

  • Operate black and white production copier, including completing jobs, performing hand assembly as required, configuring, loading paper and supplies, and performing routine maintenance, troubleshooting, and training staff in equipment use.
  • Maintain copiers and printers, including changing toner, delivering paper, and arranging for service as needed.
  • Maintain inventory of paper and copier supplies such as toner, controlling for quality and cost.
  • Reports use data as required.

Procurement, Shipping, and Receiving

  • Maintain an inventory of office supplies on a keep-full basis, ordering as needed. Control the quality and cost of office supplies.
  • Reconcile and approve office supply bills for the PSC
  • Oversee the shipping and receiving of all supplies and merchandise in accordance with council standards, including:
    • Verify all incoming shipments against packing slips, assuring that signatures for delivered or picked-up items are obtained and included with the invoice to be processed by Accounts Payable.
    • Direct shipments received to appropriate storage areas in the building.
    • Pull and pack supplies and materials for delivery or pick up as requested.
    • Performing quality control checks on materials as received.
    • Track shipments as required.
    • Work with shipping contractors to quickly resolve delivery issues.
    • Assist staff with the delivery of large items.
  • Maintain the cleanliness, safety, and security of the shipping, receiving, and resource areas, including maintenance of all related machinery/equipment.
  • Follow up with vendors as needed to meet delivery requirements.

Building Coordination and Services

  • Recommendation and coordination of vendors for janitorial, landscaping, locking, alarm, HVAC system, etc., to ensure good service and pricing. As needed, get bids and manage contractors for other projects.
  • Monitor utility costs and make recommendations for cost containment.
  • Complete familiarity with all building systems.
  • Recommendation of cost-saving measures.
  • Responsible for building appearance, including appropriately storing and discarding materials and supplies according to council standards. Inspect the building daily, both inside and outside, to ensure that it is in good condition. Report any problems identified each day.
  • Hands-on building maintenance and repairs, including painting, repairing equipment, changing lights and light plumbing, i.e., responding to leaks, replacing and repairing fixtures such as toilets, sink faucets, drains, etc., and adjustments and corrections to all building systems.
  • Assist in the development of the annual building budget and monitor expenses throughout the year.


What You Bring

We are most interested in finding the best person for this job, who will be successful and satisfied in the role. If you believe you are that person, we encourage you to apply, even if you do not meet every qualification listed below.

  • At least four (4) years of experience in maintenance or construction.
  • Experience in an office, mailroom, or production center operations is preferred.
  • The ability to operate and troubleshoot office equipment such as copiers and fax machines.
  • The ability to operate copiers and process print orders.
  • Accuracy and attention to detail with records filing and retention.
  • Computer proficiency, including the use of Microsoft 365 applications.
  • Ability to work independently.
  • Excellent customer service.
  • Organized.
  • Time management and project prioritization skills.
  • Reliable transportation, a valid Driver's License, a good driving record, and the state-required minimum auto insurance.
  • Work Conditions & Physical Requirements:
    • Indoor environment – 95%
    • Outdoor events – 10%
    • Travel to other locations – 5%
    • Use of computer, phone, and other office equipment – 90%
    • Standing – 30%
    • Walking – 40%
    • Sitting – 70%
    • Lifting up to 50 pounds – 20%
    • Pushing and pulling up to 100 pounds – 10%
    • Reaching above and below shoulder level – 50%
    • Driving – 20%

 

The Details

  • Compensation – Nonexempt/hourly, starting at $19.83 to $26.48 per hour, depending on qualifications.
  • Benefits - We offer health, dental, life insurance, paid time off, and paid holidays. We also offer a retirement plan with a 3.5% employer contribution. For more details, visit www.girlscoutsosw.org/careers.
  • Hours – Full-time, business hours, with some flexibility. Occasional event attendance, including weekends and evenings.
  • Location – Portland Service Center in SW Portland. 


About Girl Scouts of Oregon and Southwest Washington

At Girl Scouts of Oregon and Southwest Washington, it's our mission to build Girl Scouts of courage, confidence, and character who make the world a better place. Staff support a network of dedicated volunteers who bring Girl Scouts programming to youths in their community. Since 1912, Girl Scouts has supported children and young adults in achieving their full potential. Today, Girl Scouts stands as the preeminent leadership development organization for young women. With Girl Scouts of Oregon and Southwest Washington, you can make a difference in the lives of Girl Scouts, adult volunteers, and the world.

 

Diversity, Equity, and Inclusion

We encourage, value, and honor diversity and support a culture of equity and inclusion. We are committed to fostering diversity at every level of the organization. We are an equal opportunity employer. 

We recognize that a commitment to these values is a living commitment that requires attention, reflection, and continual action. All employees must support these efforts and participate in training, projects, and initiatives to forward this work. Click here to read our complete Equity Statement.

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How to Apply

Submit your application via our Careers site.