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Facilities Coordinator

2 months ago

Washington, United States American Medical Association Full time

Facilities Coordinator Washington, D.C. The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation. To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health. We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise. We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you. We have an opportunity at our corporate offices in Washington D.C. for a Facilities Coordinator on our Advocacy team. This position will be in office 5 days a week. As a Facilities Coordinator, maintain office facilities, furnishings, supplies, equipment leases, capital assets, and reprographics equipment. Serve as first point of contact on facility-related issues in manager’s absence. Handle mail room activities. Back-up IT systems manager as needed on a daily basis. Maintain records and expenses related to these activities. RESPONSIBILITIES: Facilities Coordination Maintain DC office facilities; liaise with DC Management, facilities management personnel in Chicago, as well as property management and outside vendors to provide for the maintenance, repair, replacement, and renovation of architecture, appliances, fixtures, furnishings, machines, and other assets. Coordinate and track details of maintenance contractors for HVAC systems, lighting systems, AV systems, mail metering systems, TV cable providers, and cleaning services. Serve as liaison with the building management to ensure essential services such as HVAC, security, lighting, and custodial services are provided promptly and efficiently in accordance with lease agreement. Identify and recommend to manager improvement needs as necessary. Assist in engaging vendors to repair and maintain office property, including carpet, paint, locks, lights, plumbing etc. Maintain current Certificates of Insurance for all vendors. Maintain the condition and appearance of Washington office facilities, including individual offices, common areas, conference rooms, dining rooms, and works of art. Review and revise as needed office safety procedures; represent the office at building management safety meetings and fire drills. Serve as first point of contact on facility-related issues in manager’s absence. Equipment Management Perform and/or contract routine maintenance on office equipment and reprographic machines. Serve as primary liaison with Chicago IT in maintaining and troubleshooting AV equipment. Test and set up audiovisual and video conferencing equipment in conference rooms as needed for meeting and conference events. Provide periodic updates for use and care of AV and VTC systems. Change set-up of rooms as needed. Back up Serve as backup for monitoring and maintaining office security system, phone system, and computer hardware and software in System Manager’s absence. Serve as backup for the staff assistant/Reception as needed. Assist with these duties on a daily basis as needed. Mail Room Operations Handle day-to-day operation of the mailroom, including receiving and distributing incoming mail and packages, as well as processing outgoing mail and packages. Monitor the postage meter accounts and keep a monthly accounting of shipping costs. Provide detailed tracking of costs and details of leases for mail metering facilities. Oversight of Procurement and Requisitions Liaise with DC management, vendors, and AMA Strategic Sourcing personnel to effectively procure and distribute office supplies. Maintain detailed periodic tracking of expenses related to office supplies. Serve as backup to fill special requests as needed, ensuring company policies are followed. May include other responsibilities as assigned REQUIREMENTS: High school minimum: Associate’s degree preferred. 3+ years of related work experience. Strong communication and negotiation skills. Demonstrate strong interpersonal skills, flexibility, and adaptability. Knowledge of Microsoft Office and related software applications, audio-visual equipment, and phone systems. Excellent organization, prioritization, planning, and coordination skills. Attention to detail. Able to maintain confidentiality of information. Able to work extended hours and occasional weekends as needed. Ability to balance, crawl, bend, stoop, walk, kneel, stand, sit, stretch, and climb. Ability to reach overhead and in front, lift and carry varying weights. Ability to push or pull a cart bearing up to 300 pounds. The AMA offers competitive salaries, including an incentive plan and excellent benefits. Our office is a business casual environment, and we respect work-life balance. The American Medical Association is located near Union Station and the Capitol in Washington D.C. We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status. THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION