Facilities Operations Specialist

2 weeks ago

Washington, United States American Medical Association Full time

Facilities Operations Specialist

The American Medical Association (AMA) stands as the foremost professional association for physicians in the United States, dedicated to enhancing public health and supporting the medical community. Our mission is to unify and empower physicians, ensuring they can provide the best care for their patients while fostering a healthier nation.

At AMA, we are committed to embedding equity within our organizational practices and enhancing the diversity of our workforce at all levels. We strive to create an environment where employees can express their authentic selves and engage fully in our mission.

We value professional growth and social responsibility, and we invite you to explore opportunities with us.

We are currently seeking a Facilities Operations Specialist to join our Advocacy team.

As a Facilities Operations Specialist, you will oversee the maintenance of office facilities, furnishings, supplies, equipment leases, capital assets, and reprographics equipment. You will act as the primary contact for facility-related matters in the absence of management, manage mailroom operations, and provide support to IT systems management as required. You will also maintain accurate records and manage expenses associated with these functions.

KEY RESPONSIBILITIES:

Facilities Management

  • Oversee the maintenance of office facilities; collaborate with management, facilities personnel, and external vendors to ensure the upkeep, repair, and renovation of office assets.
  • Coordinate maintenance schedules for HVAC, lighting, audiovisual systems, mail metering, and cleaning services.
  • Serve as the liaison with building management to guarantee timely and efficient delivery of essential services as per lease agreements.
  • Identify areas for improvement and communicate recommendations to management.
  • Engage vendors for the repair and maintenance of office property, ensuring compliance with insurance requirements.
  • Maintain the condition and aesthetics of office facilities, including individual workspaces, common areas, and meeting rooms.
  • Review and update office safety protocols; represent the organization at safety meetings and drills.
  • Act as the first point of contact for facility-related inquiries in the absence of management.
Equipment Oversight
  • Manage routine maintenance of office equipment and reprographic machines, serving as the primary contact for IT support regarding audiovisual equipment.
  • Set up and test audiovisual and video conferencing equipment for meetings and events.
  • Provide updates on the use and maintenance of audiovisual systems.
  • Adjust room configurations as necessary for various events.
Backup Responsibilities
  • Support the monitoring and maintenance of office security systems, phone systems, and computer hardware/software in the absence of the System Manager.
  • Assist with reception duties as needed.
  • Provide daily assistance with these responsibilities as required.
Mailroom Management
  • Oversee daily mailroom operations, including the receipt and distribution of incoming mail and packages, as well as the processing of outgoing items.
  • Monitor postage meter accounts and maintain monthly shipping cost records.
  • Track expenses and details related to mail metering services.
Procurement Oversight
  • Collaborate with management and vendors to effectively procure and distribute office supplies.
  • Maintain detailed records of office supply expenses.
  • Assist with special requests while ensuring adherence to company policies.
Additional Responsibilities

Other duties may be assigned as necessary.

QUALIFICATIONS:
  1. High school diploma required; Associate's degree preferred.
  2. Minimum of 3 years of relevant experience.
  3. Strong communication and negotiation skills.
  4. Demonstrated interpersonal skills, flexibility, and adaptability.
  5. Proficient in Microsoft Office and related software, as well as audiovisual and phone systems.
  6. Excellent organizational, prioritization, planning, and coordination abilities.
  7. Attention to detail is essential.
  8. Ability to maintain confidentiality.
  9. Willingness to work extended hours and occasional weekends as necessary.
  10. Physical ability to perform tasks including lifting, carrying, and pushing/pulling weights.
The AMA offers competitive salaries and a comprehensive benefits package. Our workplace fosters a business casual environment and emphasizes work-life balance.

We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity, or veteran or disability status.

THE AMA IS DEDICATED TO IMPROVING THE HEALTH OF THE NATION

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