Facilities and Operations Assistant

Description Position Summary Provide support to the Facility Use and Events Director and General Services Director by completing a variety of complex office tasks in a highly detailed, well-organized and timely manner. This includes, but is not limited to scheduling, reporting, event set-up, and operations tasks. Key Performance Indicators Assist with purchase orders, payment requests, and budget processes. Assist with the preparation and submittal of regulatory reports. Assist Facilities Use and Events Director to increase revenue, meeting established annual sales goals. Improve customer service experience for business and industry Effective processing of documentation related to facilities use, requisitions, and other relevant documents (i.e. invoicing and work tickets). Essential Functions Provide reception services for Industry and Technology Center. Serve as the back up for the Facility Use and Events Director. Communicate closely with other departments on campus that may be impacted by events, including General Services, Work Force Development, Public Safety, Food Service, IT and others. Assist, as needed, with Facilities Use client meetings and walk-throughs. Member of the Community Events Committee. Assist to organize and maintain a schedule of events/calendar for the year. Serve as secondary on ITC email account. Assist to organize, set up, and tear down of all planned events, collaborating with General Services. Serve as Linen Attendant – collecting, laundering, folding, organizing tablecloths and other fabrics used for events. Create flyers/signage for events. Knowledge to assist with Avigilon Door System software. Assist with maintenance management system, including asset management documentation (FMX), corrective and preventive maintenance process flows, and maintenance management system reporting. Manage annual EPA lease. Maintain purchasing, receiving, inventory management, and construction document records. Manage DOT logs, track mileage, maintain compliance records, and maintain communication with drivers and auditors. Manage the GovDeals.Net account. Manage the Operations Weekly Update email. Manage televisions/monitors, Kirby’s Cupboard/Cooler, and office Bottle Cooler. Perform other duties as required by the Facilities Use and Events Director/General Services Director. Required Behaviors, Competencies, and Skills Ability to relate quickly and tactfully to a variety of people, including the general public and colleagues. Carry out duties efficiently, attentively, and conscientiously. Ability to function independently and creatively with minimal supervision. Ability to handle confidential information with discretion. Ability to adapt readily to a variety of tasks and situations. Ability to understand the dynamics of a large organization. Ability to establish and maintain effective working relationships with all employees. Interpersonal skills: Ability to coordinate multiple tasks and work under time pressures effectively to meet deadlines. Communicate clearly and effectively with a variety of people both inside and outside of the organization, both verbally and in writing. Ability to identify and express problems and develop solutions from alternative methods and procedures. Ability to understand directions, ask questions for clarification, and demonstrate appropriate action. Technical skills: Excellent computer skills including proficiency with word processing, spreadsheet, and data base software. Accurate data entry skills. Experience Education: Associate’s degree in office skills, office management, or closely related field. Work Experience: At least one year of full-time highly skilled directly related work experience in addition to the above criteria. Industry Knowledge: Broad background involving experience in an educational, general industry, and familiarity with the local community. Proficiency in the use of the office equipment. Work Environment and Physical Requirements Working in …

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