Facilities Assistant

About the Organization:

UJA-Federation of New York is the largest local philanthropy in the world. For more than 100 years, we’ve brought New Yorkers together to solve some of the most pressing problems facing our community. Thanks to our network of hundreds of non-profits, we can leverage our expertise across any number of areas — including health and human services, arts and culture, and education — to care for Jews everywhere and New Yorkers of all backgrounds, respond to crises close to home and far away, and shape our Jewish future. Our reach extends from New York to Israel to nearly 70 other countries around the world, touching 4.5 million people each year.

Position Summary:

The Facilities Assistant will aid in all administrative aspects of facility, building, and real estate operations and reporting. This person will be responsible for customer service requests regarding staff and building tenants of the 59^th Street Building. The Facilities Assistant will compile and assist in the preparation of various monthly operational, administrative, and financial reports or spreadsheets. Administrative duties require broad experience in office operations and best practices.

Major Responsibilities:

• Provide departmental administrative support including documentation, correspondence, calendar / meeting management, phone coverage, file maintenance, upgrading all paper-based records to electronic.
• Order office, building and maintenance supplies through an online requisition portal, review inventory stock with maintenance.
• Assist with daily responsibilities, special projects, tenant relations, service proposals, organizational policies, and forms.
• Compiles reports, edit databases and distributes correspondence as required.
• Service Request Coordination: coordinate UJA staff, Conference Center/events, security, tenants and building requests for service, hot / cold calls, repairs, furniture adjustments and after-hours AC etc. Utilize Building Engines workplace for data entry. Coordinate activities, monitoring issues and report problems to Director for resolution.
• Process financial documents: prepare, process coordinate and track contracts, purchase orders and invoices. Input and update information in our purchasing system. Input monthly updates for additional work orders, change orders outside of base contracts, prepare spreadsheets when required. Perform numerical computations. Coding and allocating invoices by funds and account codes to department director for approval.
• Update service contract renewal report including vendor contact, terms, payment amount and frequency. Flag for renewal or expiration.
• Retrieve and maintain records and files of building office operations and projects including service contracts, purchase orders, project documents: specifications and design drawings, contractor and consultant contracts, equipment submittals, DOB applications, permits, renewals, violations, and compliance responses.
• Budget tracking: assist in preparation and budget tracking for 59th Street Building and outside projects. Prepare or obtain monthly operational / project financial reports for review by Director to ensure budgets remain fiscally sound.
• Provide research and general assistance to 59th Street Building, our Long Island, Westchester, and Mt. Kisco offices, HKC camps (Long Island, Pearl River, and Staten Island) and Network agencies regarding municipal requirements, taxes, local laws, and penalties. Maintain UJA owned property list.
• Maintain Certificates of Insurance: Ensure all tenants, tenants’ vendors, and building service contractors working in the building maintain current certificates and meet certificate of insurance requirements. Submit for review and file all certificates submitted to the building office.
• Perform weekly building cleaning inspections utilizing Smart Inspect App.
• Maintain staffing location database utilizing Prolease software.

Qualifications and Competencies:

• 2 to 4 years of progressive experience in an office environment preferred.
• Proficient in MS Office, Outlook, PowerPoint, and Excel
• Ability to perform numerical computations.
• Ability to learn systems needed for the position, including purchasing, HR, and facilities processes.
• Ability to work independently with minimal supervision.
• Flexibility to manage changing priorities and projects.
• Ability to prioritize workload with diligence and a willingness to complete projects in a timely and efficient manner.
• 2-year College associate degree in business administration preferred.

Salary Information:

The salary range for this role is $55,000 - $58,000, commensurate with experience and qualifications.

Great Perks. Because We Appreciate Great Employees.

TIME OFF

We offer a generous number of vacation days and have the Jewish holidays off as well. Fridays our offices close early (October to March at 3:00 pm and April to September at 4:00 pm). All so you can relax and recharge.

HYBRID MODEL

We’re operating on a hybrid work model: three set days in the office and two days remote. So enjoy the best of both worlds — the comforts of home and the energy of the office.

HEALTH CARE

UJA provides a top-tier medical and dental plan, along with a flexible spending account, and life insurance. If you have a Mittens or Rover in your life, we offer insurance for pets, too! And for a small cost, you can take part in on-site yoga and exercise classes at our Manhattan office. Wellness matters to us.

PLANNING FOR RETIREMENT

UJA employees can enroll in a pension plan and tax deferred annuity.

CAREER DEVELOPMENT

Classes, workshops, and compelling speakers will keep you at the top of your game.

COMMUNITY

We come together as a staff to commemorate holidays (from Rosh Hashanah to MLK Day), volunteer at nonprofits, and celebrate our accomplishments together. (Our chocolate chip cookies are legendary!)

SOME MORE (YES, MORE!)

We also offer a backup childcare program. And a commuter benefit plan. So you can get to work and feel good about it.