Senior Assistant, Workplace Services & Operations

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 New York, NY office and to employees and visitors on a variety of issues. The Senior Assistant will identify, research, and resolve problems. They will respond 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. This is a part-time role (25 hours per week) with the possibility of transitioning into a full-time role with additional Operations duties. Reports to the Senior Manager, Building Operations.

This position will be onsite 5 days a week in our New York, NY office.

Compensation:

$28.00 / hour

Additional Job Description

Essential Functions

Facilities/Office Management:

• Field incoming workplace requests from end users in a courteous manner.
• Prioritize and schedule work on issues and maintenance items, escalating problems as necessary.
• Perform post-resolution follow-ups to workplace requests.
• Perform oversight of the maintenance and workplace operations.
• Gather information and participate in the evaluation of vendors and awarding of service contracts. Oversee outside vendors who have been awarded service contracts.
• Coordinates with building management on inspections to ensure compliance with codes and safety regulations.
• Act as the Fire Warden for the office and complete annual training.
• Manage internal access control for staff.
• Process and allocate departmental invoices received through email or postal service.
• Inventory control for facilities-related and mailing supplies.
• Monitor, respond and carry out work tickets sent to Jira, and conduct office walkthroughs to ensure everything is functioning properly.

Operations Support:

• With the DC-based Senior Assistant, Workplace Services & Operations 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.
• 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.
• Assist with Audubon staff to ensure that equity, diversity, inclusion and belonging principles are incorporated and followed in all aspects of our work.
• 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-pressure environment.
• Some experience working in a team-oriented, collaborative environment preferred.
• Ability to maintain a positive attitude and professional work ethic; be punctual, highly ethical, honest, and reliable.
• Lift and transport moderately heavy objects up to 50 pounds such as furniture with or without accommodation
• Commitment to Audubon’s organizational values of care, collaboration, change, integrity, impact, and innovation.
• Demonstrat