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Facilities Administrator

3 months ago

Washington, United States International Baccalaureate Full time

Facilities Administrator

Full-Time Permanent Position
Full-time Office working opportunity, 5 days in IB Global, Washington DC

This role assists the Facilities Manager in ensuring that facilities activities are undertaken to a high professional standard and that the office environment meets the needs of the people that work in it.

Job Duties:

- Prepare Purchase Requests (PRs) and Purchase Orders (POs)
- Manage all incoming vendor invoices toward payment by due date
- In partnership with Facilities Manager, manage the Facilities vendors and contracts
- Ensure that incoming telephone calls are answered promptly, politely and efficiently so that callers are put through to the correct person/department as soon as possible and that staff receives a message quickly if they are unavailable to take a call.
- Greet visitors to the organization in an efficient and welcoming manner so that they complete security procedures and are met by the host of their visit as soon as possible after arrival.
- Oversee hospitality staff to ensure they are undertaking the maintenance of the office, which includes cleaning and overall tidying of the office environment per their vendor contract. This also includes scheduling and making sure the team of hospitality day porters is aware of any weekend workshop work they will need to attend/participate in. Inform Facilities Manager of any behavioral or other concerning issues with the team of day porters.
- Responsible for ensuring the day-to-day effective running and maintenance of the office including, but not limited to: water filtration equipment, coffee machines, refrigerators, sinks, lighting, restroom equipment in good working order, etc. This includes requests received via ServiceNow portal.
- Responsible for routinely inspecting common areas to ensure they are being maintained and cleaned to an acceptable level by the team of hospitality day porters.
- Any issues with the office copiers are alerted to the IT department in a rapid manner.
- As necessary, be involved in the planned movement of furniture for meetings and office moves; furniture moves/relocations are actioned in a safe manner
- Meeting rooms, furniture and other office fittings are inspected regularly, and any maintenance and/or repairs are scheduled as necessary.
- Daily posting of outgoing mail; retrieval of incoming mail is distributed to receiving department mailboxes
- Assist with outgoing business USPS mail as needed
- Assist with UPS mailings as needed
- Oversee the in-house meetings and in-house workshop process, including meeting with relevant staff for meetings and IB workshop planning
- Oversee the preparation of meeting rooms for meetings and IB workshops, including furniture movement and office supplies requirements
- Partner with PDD staff to manage catering orders, including placing orders, managing deliveries, catering set-up and clean-up

Qualifications:

- High School Diploma or equivalent
- Minimum 1 year of administrative experience in an office environment
- Customer-facing experience an advantage
- Some technical expertise an advantage. (On-the-job training is provided)
- Familiarity with Microsoft Office Suite
- First aid and fire safety qualifications preferred (training is provided)
- Fire warden experience preferred (training is provided) Spanish speaking ability a plus
- The IB is an equal opportunity employer. It provides employment opportunities to employees and applicants for employment without regard to race, color, religion, sex, pregnancy, ethnicity, national origin, age, physical or mental disability, marital status, sexual orientation, gender identity, genetic status, or status in any group protected by federal, state, or local laws. _
- "This job is offered on local terms and conditions and is at will"_