Facilities Administrative Assistant Jobs

The Gersh Organization is dedicated to changing the lives of children on the autism spectrum. Our team of professionals is committed to providing opportunities, inspiration, and guidance for every child to reach their full potential, regardless of the challenges they face. With our family of programs in various locations on Long Island, Seattle and in Puerto Rico, Gersh is the leading provider of educational and support services for children on the autism spectrum and their families.

The primary function of this role is:

Duties And Responsibilities

Help support day to day responsibilities of facilities staff

Work with VP of Facilities + Real Estate to help manage a systematic, proactive approach to maintaining all of our locations and supporting the facilities staff at each location – coordinate weekly maintenance logs with maintenance staff at each location and attend weekly maintenance calls

Handle all maintenance and cleaning, bids for facilities related projects, contract laborers as needed to keep each of our locations; residential properties and schools looking presentable and clean

Manage fleet of vehicles from keeping up on registration, inspection, distribution of insurance cards, maintenance, new driver approval, and maintaining monthly vehicle master list, etc.

Keep track of all inspections and certifications by scheduling all required annual inspections for boilers, fire extinguishers, fire marshal, fire and safety, board of health, pools, backflow testing, asbestos etc. and follow through on all corrective action.

Assist in the creation and organization of all facilities and safety related SOPs

Coordinate approval of all quotes and contracts and invoices with VP approval and submittal to accounting for payment

Process necessary expense reports for department

Work with VP of Facilities and Real Estate to lower facilities maintenance costs by looking into and possible re-negotiation of vendor contracts servicing our locations

Work with VP of Facilities and Real Estate on streamlining ordering for facilities related supplies

Work with VP of Facilities and Real Estate on scope of work, timeline and budget for all facilities projects and ordering of all supplies and furniture, and coordination of third-party vendors related to project

Assist in creating, organizing, and maintaining log/inventory of equipment, tools for items in storage for all locations

Assist the VP of Facilities and Real Estate on a maintenance schedule for machinery, tools, and equipment

Keep all facilities related files up to date

Assist & support in all new location openings – create before and after powerpoint

Manage preparation of rooms for visitors in corporate housing & communication of house rules/information

Requirements

Qualifications

The person filling this role must have excellent computer, communication, organization skills and must be able to juggle and prioritize several different projects at once.

Must have the ability to manage multiple projects at multiple locations at once.

Must be proficient in Outlook, Excel, Word, Asana, and other scheduling software.

Must be able to create budgets and templates.

Proactive Approach To All Responsibilities And Solution-oriented Thinking Required.

Must have clean drivers license and own car.

At least 2 years related experience.

Benefits

• Paid time off
• Dental Insurance
• Retirement plan
• 401(k) matching
• Dental insurance
• Vision insurance
• Flexible spending account
• Health insurance
• Life insurance