Facilities Assistant

POSITION OVERVIEW

Responsible for assisting the Facilities Director in administrative duties such as residential billings, correspondence, ordering supplies, inventory management, coordinating inspections, vendor services, and any other related tasks that may be required for effective property management.

REPORTING STRUCTURE

There are no staff members reporting to this position.

SPECIFIC RESPONSIBILITIES

• Process rent checks and late payment correspondence for all Agency housing units.
• Enter all Agency property billings (electric/phone/water) into appropriate database.
• Manage electric/water/phone services for each property.
• Process monthly rents for all Agency properties.
• Set up monthly housing meetings, as required.
• Process, distribute and follow up on work orders.
• Liaison with technicians when facilities personnel are unavailable.
• Inventory housing items, process inventory forms, and distribute to facilities personnel.
• Coordinate vendor services and cancellations.
• Assist in yearly inspection activities (i.e., HUD, BMHS) as required
• Coordinate fire inspections for all Agency housing units, as required.
• Assist in purchasing supplies for housing units, as required.
• Monitor check requests for SSI/SSDI prior to processing to sort out non-tenants.
• Coordinate with Clipper Park Building Management for any building related problems.

PRINCIPAL ACCOUNTABILITIES

• On time Rent payments and related correspondence.
• Agency housing billings and services management.
• Work order processing; vendor services coordination.
• Building inspection coordination.
• Housing unit inventories and fire inspection coordination.

EDUCATION, WORK EXPERIENCE AND JOB REQUIREMENTS

Education: High School diploma with some college work preferred and/or equivalent related work experience

OJT: One to three months training required for effective performance

Job Requirements:

Ability to work with little or no supervision.

Must have excellent organizational, and communication skills.

COMMENTS

Requires the ability to handle confidential matters with discretion and the ability to deal effectively with all levels of management