Facilities Assistant, Business Operations

Driven. Engaging. Innovative. Do these words motivate you? If so, then we want to talk with you. Academy of Art University offers a rewarding employment experience for those who excel in a dynamic environment and who can consistently deliver high-caliber customer service. We thrive on ingenuity and pursue ideas every day that lead to extraordinary opportunities for tomorrow.  Apply here for your next career!

Do you have exceptional customer service skills? Are you dependable and organized? Academy of Art University is seeking a seasoned and skilled Facilities Assistant to support Business Operations management and its team members in all aspects of the department’s day-to-day business functions, while also ensuring department efficiency to best serve the needs of ArtU.

This is an exciting opportunity to work on-site in a world-class city. This position works Monday-Friday, 8am - 4:30pm located at 79 New Montgomery Street, San Francisco.

Responsibilities:

• Answer incoming phone calls, taking messages, checking voicemails and directing callers to the appropriate person or department, and generally managing department phone lines.
• Schedule vendor, emergency vendor, contractor and other services appointments as needed.
• Liaise and facilitate communication between Business Operations and other organization departments and Executive personnel in prompt and courteous manner.
• Initiate and track service calls, emails and work orders as they pertain to business needs.
• Prepare invoices for department leadership review—review for accuracy, log, code, print/email, file and monitor.
• Research and collect pricing information from various vendors or retailers for products and services as directed.
• Prepare, submit and track requisitions and purchase orders from inception to completion.
• Communicate with various inspectors and consultants regarding violations or permit needs. Coordinate next steps with department leadership to resolve as needed.
• Communicate, coordinate and track contractors’ progress on work orders and projects pertaining to facility needs.
• Ensure outside support personnel timesheets are received, hours calculated and submitted to outside support management on a weekly basis.
• Maintain and monitor department calendars.
• Collect and distribute mail. 
• Print, prepare and maintain department records, matrices, contacts and other documents as requested.
• Assist in the preparation and monitoring of department and building budgets when directed by department leadership.
• Ordering of office supplies, materials, equipment etc. for the department and/or on the behalf of organization operations.
• Assist with preparing academic and housing building facility checks at each semester start.
• Work with Academic Administration, General Administration and Housing to ensure cleanliness and functionality of all campus buildings and facilities.  This may require but is not limited to walking buildings, creating work orders and keeping department leadership informed of any issues.
• Preparing and posting of permits, certificates, notices and other relevant signage with buildings as requested.
• Assist with walkthroughs and/or meet with inspectors at Academy buildings throughout the year as needed to ensure safety and compliance requirements are being maintained.
• Conduct building observation reporting of the Academic and Housing facilities as requested by department leadership.
• Maintain the Office Catalog in collaboration with HR and General Administration. This may include data entry using Sharepoint, gathering photo documentation and notifying various departments of the facility changes.
• When needed, coordinate with team members and other university administration to ensure that vendors dispose of hazardous waste in a timely manner.

Requirements:

• Minimum three years professional experience in an administrative capacity.

• Must be able to work in a fast paced and deadline-driven environment.

• Possess excellent verbal and written communication skills.

• Be a self-starter, work well independently and in a team environment and manage multiple priorities with ease.

• Have a friendly, outgoing and supportive approach. Demonstrate commitment to providing quality customer service.

• Must be highly dependable and adaptable.

• Strong proficiency in MS Word, Excel, Outlook and PowerPoint and Adobe.

Compensation: $29.00 per hour

Benefits:

Academy of Art University offers full-time employees health insuranc