Facilities & Fleet Coordinator

Description

Facilities

• Work as Liaison for Maintenance Team.
• Collect daily paperwork from Maintenance office, sort it and process work orders, home/facility reviews and any other paperwork to be processed. 
• Print, collect and enter data into Excel spreadsheet for quarterly preventive maintenance for all locations. 
• Receive work orders, maintain work orders file and enter data on all work orders also take calls and process work orders for consumers that reside in houses and or apartments. 
• Take all maintenance calls from program managers and or consumers during business hours and relay emergencies to the maintenance team as needed.
• Process and submit invoices for services received from vendors, copy, scan, file and maintain database. Including services at the houses and apartment where consumers reside.
• Arrange for new as well as moving utility services for new programs and consumers that move. Change services as needed for any consumer’s personal needs. Utilities being National Grid for electric and gas, Verizon/Spectrum phone service, and internet services. Make any needed changes to phone account when needed. 
• Receive, file and enter data into database Sprinkler Inspection reports on a quarterly basis.
• Receive, file and enter data into database Fire Alarm inspection reports on a quarterly basis and maintain contact list for alarm vendors for houses and some apartments where consumers reside.
• Call vendors for services as needed.
• Update and supply vendor list for all programs (i.e. snowplow vendor when needed by the programs.)
• Assist with maintain building maintenance issues for 300 WAE as needed 
• Maintain a data base/Excel spreadsheet for appliance purchase, paint colors for the residences and any important information for all programs. 
• Meet with vendors for 300 WAE, Albany Fire Extinguisher, pest control, Sprinkler vendor, sprinkler inspections.
• Handle any minor building maintenance issues.
• Process & scan and maintain files of invoices and other important information. 

Fleet

• Assist Fleet Management as needed with backup and coverage.
• Renew NYS registrations.
• Handing out vehicle related items.
• Assisting with any other vehicle duties. Make labels for new gas card, insurance cards etc. 

Administrative Services 

• Help with ordering specific Janitorial supplies and medical equipment for  offices, programs, and maintenance as needed.
• Clean up any accidents that occur during the workday.
• Refill paper products in restrooms if they run out during the workday.
• Discard boxes/trash that is being discarded, so they are not in the hallway to prevent trip hazards.

Requirements

• High School Diploma/GED
• Must be proficient in Microsoft Office
• Customer Service experience preferred
• Experience handling a high volume of phone calls

Salary : $19 - $21