Facilities Coordinator

3 weeks ago

Rhinebeck New York, United States ArchCare Full time
Overview:
ArchCare cares for people of all ages and faiths where they are most comfortable and best able to receive it – at home, in the community and in nursing homes. As the Continuing Care Community of the Archdiocese of New York, we see enhancing the lives of our elders and others who need extra help to stay healthy and live life to its fullest as more than just a job. To us, it’s a privilege and our calling.

Benefits/Perks:

· Includes accrued vacation days, sick days, and holidays.

· Participation in 403 (b)

· Voluntary Benefits: Short Term Disability, Life Insurance, Cancer Insurance, Pet Insurance

· Discounted memberships: Plum Benefits, NYSC Gym

· Pay for work-related eligible commuter expenses with pre-tax dollars

Responsibilities:
The Facilities Coordinator will work closely with the Director of Engineering, to support all facilities activities. This position will serve as a central point for disseminating inter-departmental communication and coordinate the flow of information externally and internally. The Facilities Coordinator will provide administrative support and facilities organization. Assist with managing office functions including: work order coordination, database management, daily office operations, time cards, coordination of budgeting/accounting systems, maintaining office records, knowledge of regulatory compliance for DOH, OSHA, NFPA, Local FD, Building Dept, emergency preparedness binder, Engineering policies & procedure and providing general support services for the divisional staff. Additionally, the Facilities Coordinator, under the supervision of the Director, the Coordinator will assist manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Qualifications:
Provides various administrative duties across a range of technical functions utilizing strong computer skills and high level of aptitude with spreadsheets, organizational processes, budget analytics, certificates of insurance, contracts, energy reporting, data input, work task tracking, purchase requisitions, invoice filing and utilities consumption metrics.

Ordering parts and materials required for projects or building via purchase requisition process that may require setting up suppliers with Procurement Dept., completing Non-Disclosure Agreement and filing, obtaining required insurance documents per executed contractual and filing, obtain validation from RISK team and track all insurance documents on vendor created spreadsheet with amounts and expiration dates, contacting vendors for updated COI and Endorsements to match executed agreement requirements

Administrative position and work tasks assigned are subject to prioritizations, additions, deletions, and changes by manager as departmental initiatives are implemented.

Create various spreadsheets for tracking and metrics.

Develop power point presentations from data points provided.

Utilize Microsoft suite for Excel, Word and PowerPoint

Project Investment Forms, project codes obtained from Finance and capital tax exemption forms filed.

Tracking contracts for expiration and alerting stakeholders 6 months in advance for new negotiations.

Monthly budget reconciliation, p-card expenses, purchase requisitions, legal uploads into matter management system, follow-up with Finance, Accounting, Legal, Risk, Security and other departments as necessary .

Obtaining training certificates from contractors, update spreadsheets and file for audit compliance.

Hourly Rate: $20.5128

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