Facilities Administrative Coordinator
The Community Builders, Inc., Boston, MA, United States
Facilities Administrative Coordinator
Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.
The Facilities Administrative Coordinator will be based in the Boston Corporate office and will have the responsibility for providing direct comprehensive support to the Director of Facilities & Maintenance on various tasks as assigned. They must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. They must demonstrate independence and initiative as well as an enthusiasm for the Organization's mission. They will support the facilities and maintenance department in best achieving TCB's strategic plan, in striving to be the management company of choice and in growing the size and strength of our portfolio. This position also serves as a member of the Risk & Safety, and the Sustainability Committee for the organization.
Essential Functions:
Administrative and organizational management of multiple due dates and reporting deadlines including NSPIRE inspections with direct responsibility of uploading pertinent data as required within specified deadlines
Preparation and presentation of reports, statistical graphs & charts, presentations and other materials for meetings and correspondence
Assist the Director of Facilities in needed support related to facilities tracking and initiatives which include Work Order metrics, new vendor set up procedures, Building Information database and Utility Use data compliance and benchmarking as required including Data Aggregation, Report Running & Distribution, setting up new properties with YES and tracking deadlines
Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail, uniforms and other materials
Answer vendor emails requesting specific information or data used to provide analysis, reports and proposals
Prepare and send out Request for Proposals (RFP) for vendor bids and projects as needed
Support tracking of Project Manager role projects and deliverables with costs
Set up new vendors for Facilities & Maintenance departments
Other duties as assigned
Knowledge, Skills, and Abilities:
Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.
Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills
Outstanding customer service skills for working with staff and vendors
Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from challenging situations
Ability to independently create Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
Demonstrated ability to quickly learn new software programs, processes, skills, and information
Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
Must be trustworthy, ethical, reliable, and dependable
Education & Experience:
Prior experience providing Facilities & Maintenance administrative and project management support for a large portfolio
Affordable Housing, Property Management or Real Estate experience is strongly preferred. Some knowledge of residential property management or facilities/maintenance is a plus
Proven customer service and communication skills or willingness to seek and pursue additional training.
Prefer 2 years of higher education associate degree or equivalent
Benefits:
Medical, dental, and vision insurance
12 Paid Holidays & tenure-based PTO accruals
Employer contributions to Health Savings Accounts
Company paid Life & Disability Insurance
403(b) retirement plan with company match
Tax-advantage accounts: commuter/parking, medical & dependent care FSA
Hospital & Critical Illness Insurance
Confidential, 24/7 Employee Assistance Program
Pay range: $55-65k
The Community Builders is an equal opportunity employer.
Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.
The Facilities Administrative Coordinator will be based in the Boston Corporate office and will have the responsibility for providing direct comprehensive support to the Director of Facilities & Maintenance on various tasks as assigned. They must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. They must demonstrate independence and initiative as well as an enthusiasm for the Organization's mission. They will support the facilities and maintenance department in best achieving TCB's strategic plan, in striving to be the management company of choice and in growing the size and strength of our portfolio. This position also serves as a member of the Risk & Safety, and the Sustainability Committee for the organization.
Essential Functions:
Administrative and organizational management of multiple due dates and reporting deadlines including NSPIRE inspections with direct responsibility of uploading pertinent data as required within specified deadlines
Preparation and presentation of reports, statistical graphs & charts, presentations and other materials for meetings and correspondence
Assist the Director of Facilities in needed support related to facilities tracking and initiatives which include Work Order metrics, new vendor set up procedures, Building Information database and Utility Use data compliance and benchmarking as required including Data Aggregation, Report Running & Distribution, setting up new properties with YES and tracking deadlines
Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail, uniforms and other materials
Answer vendor emails requesting specific information or data used to provide analysis, reports and proposals
Prepare and send out Request for Proposals (RFP) for vendor bids and projects as needed
Support tracking of Project Manager role projects and deliverables with costs
Set up new vendors for Facilities & Maintenance departments
Other duties as assigned
Knowledge, Skills, and Abilities:
Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.
Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills
Outstanding customer service skills for working with staff and vendors
Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from challenging situations
Ability to independently create Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
Demonstrated ability to quickly learn new software programs, processes, skills, and information
Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
Must be trustworthy, ethical, reliable, and dependable
Education & Experience:
Prior experience providing Facilities & Maintenance administrative and project management support for a large portfolio
Affordable Housing, Property Management or Real Estate experience is strongly preferred. Some knowledge of residential property management or facilities/maintenance is a plus
Proven customer service and communication skills or willingness to seek and pursue additional training.
Prefer 2 years of higher education associate degree or equivalent
Benefits:
Medical, dental, and vision insurance
12 Paid Holidays & tenure-based PTO accruals
Employer contributions to Health Savings Accounts
Company paid Life & Disability Insurance
403(b) retirement plan with company match
Tax-advantage accounts: commuter/parking, medical & dependent care FSA
Hospital & Critical Illness Insurance
Confidential, 24/7 Employee Assistance Program
Pay range: $55-65k
The Community Builders is an equal opportunity employer.