Facilities Associate

HEARTSHARE HUMAN SERVICES OF NEW YORK•New York, NY

2d•$25 - $25•Onsite

About The Position

We are looking for a highly organized and detail-oriented Facilities Associate to assist the Assistant Director of Facilities with the daily administrative operations of our department. This primarily office-based role focuses on vendor contact, managing and tracking work orders, maintaining the facilities calendar, coordinating vendor access, and facilitating clear communication between agency sites and vendors. The ideal candidate is proactive, reliable, and able to manage multiple administrative responsibilities in a fast-paced environment.

Requirements

High school diploma or GED
1–3 years of experience in facilities management, property management, office administration, or a related field preferred.
Excellent written and verbal communication skills
Strong time-management abilities
Proficiency in utilizing automated facilities management systems, such as TheWorxHub, for work order tracking, preventive maintenance & asset management
Proficiency with Microsoft Office Suite (Outlook, Excel, Word) and other basic office software
Ability to work independently with minimal supervision and manage multiple priorities
Strong organizational and problem-solving abilities, with meticulous attention to detail

Nice To Haves

Bachelor's degree from four year college or equivalent

Responsibilities

Assist the facilities department with vendor oversight for all owned and leased facilities (residential, day habilitation, preschools, etc.) to ensure notifications, work completion, and any issues that arise.
Maintain and update the facilities work calendar, scheduling appointments, repairs, and vendor visits.
Collaborate with the Assistant Director of Facilities on various projects involving vendors and regulatory authorities to ensure all facilities meet and exceed required standards.
Support the Assistant Director of Facilities in coordinating local law and regulatory inspections and compliance.
Serve as a point of contact between Facilities Dept, vendors, and programs regarding vendor maintenance schedules, access, and job status.
Ensure collection of checklist items to close out vendor proposals and work orders.
Help prepare and distribute memos, status updates, or other documentation as requested
Verify with program staff that all services were performed in accordance with agency standards.
Participate in Professional Development Trainings.
Solicit and obtain detailed quotes or proposals from qualified external vendors, ensuring clarity of scope, timelines, and deliverables.
Draft, send, and track emails, service requests, and follow-up communications.
Assist in maintaining organized digital and physical records of maintenance, service reports, and correspondence.
Support the Assistant Director of Facilities with daily administrative tasks and special projects as needed.
Monitor and update the status of open issues to ensure timely follow-up and that no items are overlooked.
Utilize an automated facilities management system (TheWorxHub) to update work requests, track vendor tasks, and log vendor activities.
Record work order progress in TheWorxHub system on assigned work order requests, maintenance and completions as required by submitting detailed descriptions and photos; including routine maintenance schedules, and project progress reports.

Benefits

Rewarding Work in a team environment.
Paid vacation, sick, personal days, and holidays.
403(B) retirement plans with employer contribution.
Health, dental, vision and life insurance.
Employee Assistance Program (EAP).
Flexible spending account (Dependent Care, Medical, Parking, and Transit).
Employee Appreciation Programs and Events.
Tuition Assistance Program.
Professional Development opportunities.
Gympass Discount
Verizon Wireless Discount.
BJs Membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more