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    Facilities Administrative Coordinator - Brooklyn, United States - Block Institute

    Block Institute
    Block Institute Brooklyn, United States

    4 weeks ago

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    Description
    Job Details

    Level
    Entry

    Job Location
    Block Institute - Brooklyn, NY

    Remote Type
    N/A

    Position Type
    Full Time

    Education Level
    High School Diploma / GED

    Salary Range
    $ $26.00 Hourly

    Travel Percentage
    Undisclosed

    Job Shift
    Day

    Job Category
    Admin - Clerical

    Description

    The Block Institute of Brooklyn, New York is a non-profit, non-sectarian agency dedicated to improving the quality of life for people with disabilities and their families. Established in 1962, Block Institute has extensive experience providing individualized services for children and adults with developmental disabilities.

    Summary: The Administrative Assistant is responsible for the day-to-day running of most office functions, along with specialized duties based on the Program/Department they are assisting. As the person filling this position will have a specialty area focusing on Administrative duties associated with the Facilities Department, they will also be assigned to assist with Administrative tasks of other Programs and/or Departments as needed.

    Essential Job Duties and Responsibilities: include the following. Other duties may be assigned:

    General Administrative Assistant Duties:
    • Compile information and prepares reports, business correspondence, and other materials as assigned or requested
    • General faxing, copying, telephone contact, etc.
    • Responsible for answering telephones, directing calls, providing door coverage, screening and directing visitors
    • Opens, sorts, distributes mail. Handle routine inquiries, responses, or tasks as assigned
    • Maintain appropriate filing system for both office and Program-related charts as required
    • Assist with document management such as archiving, retrieving and destroying documents as per regulatory and agency guidelines
    • Maintain employee attendance records for payroll and per regulations. If applicable, do the same for individuals receiving services
    • Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities, and records and transcribes minutes of meetings as required.
    • Assist in scheduling duties, use of space, and the upkeep of calendars.
    • Schedule appointments and relay general business information to callers.
    • Read and comprehend instructions, correspondence, and memos. Compose routine reports, memos, responses to usual correspondence, etc.
    • Demonstrate appropriate interactions between co-workers and individuals we serve, in accordance with regulatory agency guidelines and Block Institute policies and procedures. There will be much interaction with Directors in this position.
    • Able to follow verbal and written instructions.
    • Ensures work responsibilities are covered when absent.
    • Mandatory attendance at required in-service training, along with ability to absorb and demonstrate compliance with all regulations and Block Institute policy and procedure requirements is required for this position.
    Administrative Duties Specific to Facilities:
    • Monitor tickets and produce reports from ServiceDesk
    • Complete various maintenance logs and records for the buildings' systems
    • Review and match invoices to supporting documentation
    • Renew permits and inspections
    • Maintain vendor contracts
    • Monitor service appointments, monitor monthly reports for various vendors and services
    • Assist in obtaining bids
    • Maintain documentation for purchases made with credit cards
    • Work with Finance Department to address invoices, expenses, and reimbursements
    • Responsible for Program's supply orders, petty cash, cell phone and van key distribution and tracking
    • Maintain special projects, charts, schedules, database lists, or forms as required
    Qualifications

    Qualifications and Skills
    • High School Diploma or equivalent required
    • AA Degree preferred
    • Minimum 3 years experience
    • Computer proficiency in Word; Outlook; Excel
    Benefits
    • Paid vacation and sick time
    • Life Insurance
    • Medical and Dental benefits available
    • Voluntary benefits such as critical care, disability, and additional life insurance are also available
    • Onsite parking
    • 403 (b) retirement account
    • Commuter Benefits Plan
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