Administrative Support Associate (Facilities)

Primary Responsibilities and Essential Functions of Position

We are looking for a highly organized and detail-oriented Facilities Associate to assist the Assistant Director of Facilities with 
the daily administrative operations of our department. This primarily office-based role focuses on vendor contact, managing and 
tracking work orders, maintaining the facilities calendar, coordinating vendor access, and facilitating clear communication 
between agency sites and vendors. The ideal candidate is proactive, reliable, and able to manage multiple administrative 
responsibilities in a fast-paced environment

Facilities Vendor Oversite and Compliance:
• Assist the facilities department with vendor oversight for all owned and leased facilities (residential, day habilitation, 
preschools, etc.) to ensure notifications, work completion, and any issues that arise.
• Maintain and update the facilities work calendar, scheduling appointments, repairs, and vendor visits.
• Collaborate with the Assistant Director of Facilities on various projects involving vendors and regulatory authorities to 
ensure all facilities meet and exceed required standards. 
• Support the Assistant Director of Facilities in coordinating local law and regulatory inspections and compliance.
• Serve as a point of contact between Facilities Dept, vendors, and programs regarding vendor maintenance schedules, 
access, and job status.
• Ensure collection of checklist items to close out vendor proposals and work orders. 
• Help prepare and distribute memos, status updates, or other documentation as requested
• Verify with program staff that all services were performed in accordance with agency standards.
• Participate in Professional Development Trainings.

Vendor Contact:
• Solicit and obtain detailed quotes or proposals from qualified external vendors, ensuring clarity of scope, timelines, and 
deliverables.
• Draft, send, and track emails, service requests, and follow-up communications.
• Assist in maintaining organized digital and physical records of maintenance, service reports, and correspondence.
• Support the Assistant Director of Facilities with daily administrative tasks and special projects as needed.
• Monitor and update the status of open issues to ensure timely follow-up and that no items are overlooked.

Automated Facilities Management: 
• Utilize an automated facilities management system (TheWorxHub) to update work requests, track vendor tasks, and log 
vendor activities. 
• Record work order progress in TheWorxHub system on assigned work order requests, maintenance and completions as 
required by submitting detailed descriptions and photos; including routine maintenance schedules, and project 
progress reports. 

• Minimum Education: High school diploma or GED
• Preferred Education: Bachelor's degree from four year college or equivalent
• Work across multiple locations throughout all five boroughs of New York City.
• 1–3 years of experience in facilities management, property management, office administration, or a related field preferred.
• Excellent written and verbal communication skills
• Strong time-management abilities
• Proficiency in utilizing automated facilities management systems, such as TheWorxHub, for work order tracking, preventive maintenance & asset management
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word) and other basic office software
• Ability to work independently with minimal supervision and manage multiple priorities
• Strong organizational and problem-solving abilities, with meticulous attention to detail

Benefits

What we offer once YOU join our growing family:

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.