| Role and Responsibilities The facilities & operations associate coordinates activities related to ATSSA’s properties including maintenance, repairs and improvement projects; ensures a safe and efficient workspace; processes mail and shipping and receiving activities; maintains office stock supplies and organization; and other projects as assigned. - Develops and executes maintenance schedule for Fredericksburg, VA and Washington, DC buildings to include cleaning, all building systems, landscape and required inspections in accordance with appropriate budget lines.
- Proactively plans and responds, schedules, and verifies repairs and improvements for Fredericksburg, VA and Washington, DC buildings to include building systems, décor and furnishings and landscape to provide long-term solutions in accordance with appropriate budget lines; monitors the buildings and makes recommendations to repairs and maintenance.
- In collaboration with appropriate teams and leadership, plans, schedules and manages capital improvement projects from needs assessment to completion including, but not limited to office redesign, space planning, stand-alone projects and major repairs and improvements; develops project schedule and timeline and provides updates as directed.
- Serves as the primary point of contact for building and maintenance vendors and tenants, if applicable, for Fredericksburg, VA and Washington, DC offices.
- Processes mail and shipping to include opening, separating, and distributing mail daily; collects and processes outgoing mail; receives and sends shipments; processes incoming checks; processes outgoing invoices and other department mailings; maintains organization of shipping and receiving space; ensures adequate coverage for shipping and receiving services and alternate plans for mail disruptions.
- Serves as primary point of contact for USPS, UPS, Fedex and mail equipment vendors; coordinates the renewal of contracts; conducts research and makes recommendations for mail/shipping services and equipment; prepares RFPs as necessary; ensures adequate funding for mail/shipping services and approves relevant invoices.
- Conducts RFP process when appropriate; maintains vendor files and contract information.
- Orders office supplies and maintains inventory of stock; stocks and organizes copy rooms, kitchens and conference rooms; ensures meeting set-up is provided as requested.
- Processes certificate of insurance requests; maintains current certificate of insurance file on building maintenance vendors.
- In collaboration with director of human resources assigns and provides on-boarding and off-boarding of physical workspace across the Association.
- Monitors relevant budget lines including budget development input, forecasting and budget adherence.
- Participates in relevant internal teams and executes activities related to building management (COVID response, safety management, tenant management, etc.).
- Schedules monthly meetings; schedules resources and hospitality for all-staff meetings, interdepartmental meetings, and on-site meetings with external stakeholders; prepares meeting binders as needed.
- Provides administrative support as requested; conducts research to support operations projects as requested.
- Performs other duties as assigned.
Qualifications and Education Requirements Education and Experience –High School diploma or GED and at least three years of experience in building operations and office management; experience with building maintenance; other combination of education and experience will be considered. Skills and Knowledge – Proven project management skills; attention to detail; proven initiative; excellent written, verbal and interpersonal skills; organized; proficient in MS Office and ability to learn new software quickly; ability to work independently and in a team; ability to adapt to changing priorities; ability to use sound judgement to move work forward; problem solving skills; proven research skills; knowledge of basic accounting principles; strong customer service skills; ability to juggle multiple priorities successfully. Travel Regular travel between to Washington, DC office as needed. Organizational Relationships Reports To the chief financial officer and chief operations officer. The American Traffic Safety Services Association is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. |
