Facilities Assistant

East-West Center•Honolulu, HI

6h•Onsite

About The Position

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. Our team is seeking a Facilities Assistant to support Campus Operations. This position assists with the administration of facilities repairs, maintenance, construction, security, project management, housekeeping and related physical infrastructure support programs for the buildings and grounds of the East-West Center’s 21-acre campus. Campus facilities include 3 residence halls, administration building, conference center, student activities center, gardens, and fishpond. Included are buildings listed in the Hawai’i Register of Historic Places.

Requirements

High school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired.
Two (2) years full-time experience successfully collaborating with a diverse adult population including various ages, ethnic and professional backgrounds, and personalities to meet all position objectives or a combination of post high school education and directly related experience which totals two years.
Experience using computerized systems.
Demonstrated Ability - To acquire and maintain knowledge of various policies and procedures; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; excellent verbal and written communication, ability to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under pressure of deadlines; to maintain accurate files and records; to appropriately handle confidential material; to make arithmetic computations and record figures accurately; to apply good judgment; and accept responsibility.
Ability to climb stairs, use a ladder, carry supplies and equipment weighing up to 20 pounds, walk between campus buildings spread across 10-acre campus, access and operate electrical switches and water valves, and perform other physical, activities related to accomplishing the duties of the position.
Valid driver’s license and clean traffic abstract.
Knowledge - Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; and office machines and equipment.
Technology - Employee must have technology experience and working knowledge or ability to learn the programs used within the unit (Microsoft 365 – Outlook, Teams, Word, Excel, Calendar, Etc., Adobe Sign, Space IQ, Maestro Property Management System, Kaba Atlas key system, SendSuite mail tracking system, Impak work orders, and Rave notification system).

Responsibilities

Communicates with staff, tenants, residents, vendors, contractors and guests by email, phone, in-person, and digital notification system regarding issues including resident conduct, maintenance, project management, supplies sourcing, cleaning, security, emergencies, etc.
Handles office mail using discretion to follow-up, digitally scan, route and/or file as appropriate.
Reviews and processes fiscal documents including payments, contracts, purchase orders and other forms.
Ensures goods and services are received and works directly with vendors and contractors to clarify issues.
Coordinates processing, distribution, and collection of parking and metal and electronic key requests for staff, conferences/workshops, and contractors.
Coordinates employee, contractor, and vendor onboarding process.
Collaborates with EWC programs and external stakeholders on needs and independently follows through to completion of all tasks.
Provides access to buildings and rooms as necessary.
Maintains EWC vehicle requests calendar and approves requests for use.
Ensures drivers are authorized and have appropriate documentation.
Schedules vehicle maintenance.
Reviews EWC facilities use requests and maintains digital reservations system.
Independently follows up as necessary and coordinates set-up and take-down of rooms.
Submits, schedules, and assigns work orders using a computerized work order system and regularly monitors work order system to ensure efficient completion of all work.
Performs inspections of all EWC buildings and grounds.
Identifies maintenance, housekeeping and safety concerns and processes work orders, contacts contractors/vendors or follows up as necessary.
Maintains inventory of maintenance, housekeeping, safety and office supplies.
Schedules delivery or picks up as appropriate. This requires research of the item needed and appropriate vendor.
Coordinates landscape maintenance program.
Schedules and monitors services including landscape maintenance, irrigation maintenance, large tree trimming, coconut palm trimming, and arborist inspections.
Writes and solicits Requests for Proposals (RFPʻs).
Regularly inspects campus to identify safety hazards including broken tree branches, landscape trip hazards, and pests impacting tree health.
Prioritizes and coordinates correction of all hazards.
Assists with management of contract services including but not limited to housekeeping, maintenance, HVAC, landscaping, waste management, pest control, linen, security, etc.
Coordinates events held outside of regular business hours.
Provides general facilities, hospitality, security, and parking support.
During designated shifts, oversees daily operations, monitors employees, and ensures that outstanding customer service is being provided.
Monitors and secures six buildings and landscaped areas; including conducting visual inspections of facilities.
Responds to emergencies and calls for assistance throughout the campus during shift including health and safety issues, fire alarms, electrical problems, light bulb replacement, plumbing issues, elevator malfunctions, security alarms, janitorial issues, and electronic lock support.
Reports or escalates issues to management as needed.
Provides excellent customer service and maintains a positive work environment.
Communicates and enforces company policies and procedures while addressing issues and complaints as needed.
The individual may be required to assist with emergencies outside of normal schedule.
Assists with project management which requires special emphasis with communicating with internal and external stakeholders. Projects include but are not limited to building maintenance and upgrades, landscape maintenance and upgrades, space management, event management and workflow management.
Provides backup for Mail Services department. Picks up, sorts, and delivers mail.
The position may perform other related duties and tasks not listed as assigned.