Facilities and Property Administrative Assistant (77670)

POSITION: Facilities and Property Administrative Assistant

PROGRAM/LOCATION: Boccardo Regional Reception Center, San Jose

SHIFT: Day

REPORTS TO: Facilities Director

STATUS: Regular Full Time, Non-exempt

COMPENSATION: $28-$32/Hourly

ABOUT HOMEFIRST

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

POSITION OVERVIEW

Reporting to the Facilities Director, the Administrative Assistant is responsible for supporting Purchasing, Facilities and Property Management.

DUTIES/RESPONSIBILITIES:

• Provide administrative support for Purchasing, Property Management and Facilities management.
• Assist in Managing CMMS management system (work order system)
• Dispatch appropriate staff members accordingly to address maintenance requests/work orders.
• Assist Purchasing in processing purchase requests, records retention, and other clerical duties.
• Manage inventory, place orders and complete expense reports
• Forward emails to the appropriate parties and respond to general inquiries.
• Maintain the organization of shared folders on the network.
• Keep the company directory up to date and accessible.
• Collect and sort incoming mail & other deliveries; stamp and send outgoing mail; prepare shipping paperwork for FedEx or USPS.
• Assists other facility members in the implementation and organization of internal and building to building moves.
• May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required. May work as the backup liaison to other in-house support groups.
• Takes maintenance requests, distributing and closing out work orders as required. Coordinates service requests as needed.
• Liaison with landlord and or building staff regarding required maintenance tasks.
• Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Work with Facility Management to ensure completion of all special projects as assigned.
• May require additional work consisting of overtime and/or on call duties.
• Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
• Assist with Preparation of monthly facility reports.