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Building Services Coordinator
2 months ago
Administrative Assistant III
The role involves supporting the Regional Business Services Officers in addressing and resolving facility-related concerns. This position serves as the Local Office Coordinator or provides backup support as needed. Responsibilities include monitoring and managing repair requests for facilities, assigning tasks, and overseeing the completion of work. Additionally, the role involves assisting with inventory management, including data entry into the inventory system, and ensuring that business services records are accurately maintained. The technician will also maintain files, records, and prepare routine reports for all transactions.
Key Responsibilities:
Regular attendance is required in accordance with agency leave policies, along with performing other assigned duties.
Oversee requests, create, and assign work tasks related to facility maintenance and repair. Ensure timely and satisfactory resolution of issues with vendors and lessors. Refer complex issues to the appropriate Regional Business Services Officer or Business Manager as necessary. (30%)
Provide administrative or support services for designated areas, which may include drafting documents, tracking assignments, maintaining logs, completing forms and reports, and explaining procedures.
(25%)Develop and maintain reports pertaining to regional facilities, contracts, and leases. Respond to inquiries regarding facility-related information. (10%)
Communicate effectively with internal and external parties to provide, exchange, or verify information, address inquiries, and resolve issues or complaints.
(15%)Assist with office relocations, physical inventory management, warehouse operations, and reception/switchboard duties. (10%)
Provide basic technical assistance to staff, contractors, and volunteers regarding policies, procedures, and regulations.
(5%)Contribute to the development of standards or procedures for the assigned area. (5%)
Required Knowledge, Skills, and Abilities:
Familiarity with modern office practices, procedures, and equipment.
Understanding of agency policies and the ability to interpret them.
Proficiency in standard office software, including Microsoft Office Suite.
Strong organizational and prioritization skills.
Ability to manage multiple tasks effectively.
Excellent oral and written communication skills.
Capability to prepare clear and concise reports.
Ability to foster and maintain effective working relationships with both internal and external stakeholders.
Competence in operating motor vehicles, including trucks and vans, in compliance with traffic regulations.
Physical ability to lift, pull, push, and carry items weighing up to 50 lbs.
Proficiency in operating a forklift and pallet jack.
