Senior Assistant, Workplace Services & Operations

Job Description:

Position Summary:

The National Audubon Society is seeking a detail-oriented and proactive Senior Assistant, Workplace Services & Operations to join our team. The successful candidate will provide basic daily facilities support for the DC office and to employees and visitors on a variety of issues. Identifies, researches, and resolves problems. Responds to telephone calls, email and requests for facilities support. Documents, tracks and monitors problems to ensure timely resolution. Relies on instructions and pre-established guidelines to perform the functions of the job. Escalates complex issues as appropriate. Responsible for assisting in the management and administration of several centralized platforms and solutions critical to our organization's operations. Reports to the Senior Manager, Building Operations.

This position will be on-site 5 days a week in our Washington, DC office.

Compensation:

$22.00-$25.00 / hour

Additional Job Description

Essential Functions

Workplace Services:

• Field incoming workplace requests from end users in a courteous manner.

• Prioritize and schedule work on issues and maintenance items, escalating problems as necessary.

• Gather information and participate in the evaluation of vendors and awarding of service contracts. Oversee outside vendors who have been awarded service contracts.

• Manage all DC office contracts in compliance with Audubon policy, including coordination with the NY office as necessary.

• Coordinate inspections to ensure compliance with codes and safety regulations.

• Facilitate employee engagement (policy communication, field local surveys, office communications, plan office events) at the direction of the Vice President, Operations and the Senior Manager, Building Operations.

• Serve as the office financial point of contact for Audubon’s DC Office. Includes managing budget and reviewing, allocating, and processing invoices received through email or postal service.

• Inventory control for office and pantry supplies. On as needed basis, receive visitors at the front desk by greeting, welcoming, directing and announcing them to the appropriate person.

• On a daily basis monitor, respond and carry out work tickets sent to Jira, and conduct office walkthroughs to ensure everything is functioning properly.

Operations Support:

• Assist in the day-to-day management and administration of centralized platforms, including but not limited to the travel platform, sustainability platform, and asset management platform.

• Collaborate with internal business owners to ensure smooth functioning and optimization of these platforms to meet organizational needs.

• Serve as main point of contact with the vendors providing these platforms.

• Act as the primary point of contact for customer support inquiries and issues related to the centralized platforms, triaging issues as needed.

• Handle the processing of invoices and related financial documentation associated with platform management and other operational activities.

• Verify accuracy and completeness of invoices, reconcile discrepancies, and coordinate with finance department as needed.

• Prepare regular reports on program effectiveness.

• Other job-related duties as assigned.

Qualifications and Experience:

• High School diploma, vocational school certificate or equivalent. Bachelor’s degree in business management, operations management, or a related field, a plus. Equivalent combination of education and experience will also be considered.

• Prior experience in facilities, office management, operations, administrative support, or customer service roles.

• Proficiency in Microsoft Office suite, Tech savvy and comfortable learning new platforms. Experience with platforms like  Concur Travel, BSI Connect, Survey Monkey or Asana a plus.

• Detail-oriented and capable of maintaining accuracy in data entry and documentation.

• Ability to work effectively both independently and collaboratively in a fast-paced environment.

• Experience working with building service related issues and vendors.

• Excellent written and oral communication skills.

• Excellent interpersonal skills, with a focus on rapport-building, listening, questioning, and customer service skills.

• Experience documenting processes preferred.

• Highly self-motivated and directed.

• Keen attention to detail.

• Ability to analyze and solve problems.

• Ability to effectively prioritize and execute tasks in a high