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Facilities & Procurement Coordinator
Comunilife, Inc.
Description
JOB SUMMARY
Reporting to the Director of Facilities, the Facilities and Procurement Coordinator is responsible for designing, managing, and implementing the procurement process; overseeing and ensuring the accuracy of all facilities invoicing and expenditures; monitoring and handling all facility inspections, equipment service requirements, and securing all permits, registrations, etc. This position is also responsible for fleet management including, inspections, registrations, repairs, and maintains the authorized drivers list for the organization. Works collaboratively with other members of the facilities team, and with program and administrative staff.
ESSENTIAL FUNCTIONS AND KEY ACCOUNTABILITIES
Responsible for:
1. Participating in designing, managing, and coordinating the implementation of the procurement processes by vetting, contacting, tracking, responding to works orders regarding, and monitoring vendors providing goods and services, such as exterminators, inspectors, maintenance, or repairpersons for fire alarms, elevators, copiers, washer/dryer machines, and all other vendors providing goods or services to Comunilife offices or residences. Maintain records of same.
2. Tracking, monitoring, and implementing systems related to agency vehicle usage including, repair invoices; work orders; gas card usage; vehicle inspections, registration, and parking permits; as well as insurance and leasing information. Tracking vehicle usage per program and prepare monthly reports for the Director of Facilities approval.
3. Updating food permits for facilities that are providing meals such as DRI, Crotona Park North, and SHII and any other such facility.
4. Designing and managing the requisition process by approving purchase requisitions; maintaining records; and finding cost effective vendors
5. Receiving, tracking, and monitoring janitorial and maintenance supplies deliveries.
6. Managing contracts for equipment office equipment, including contract compliance, service, and inventory.
7. Managing all vendor service contracts and insurance certificates, including ensuring they are current.
8. Manage invoicing procedures, including preparing, recording, and tracking financial requests and collecting, tracking, and accounting for all facilities purchases, such as the Home Depot and gas credit cards
9. Coordinating with finance (accounts payable) as necessary to ensure the timely payment of invoices.
10. Managing pantry, including distributions and maintaining records.
11. Ensure that all building inspections are completed in a timely manner. Inspections include but are not limited to: boilers, sprinklers, fire extinguishers, control fire panels, elevators, cameras, copiers, and printers.
12. Make sure all facilities are in compliance with the Department of Housing Preservation (HPD), Department of Buildings, Department of Finance, Environmental Control Board (ECB), and New York Fire Department standards.
13. Manage the notification of all violations and their corrections; maintain records and reports of same; and upload information and documentation necessary to Compliance website: SiteCompli. Must be able to navigate SiteCompli website. (http://www.sitecompli.com/)
14. Managing cell phones, including contracts with vendors and employees, distribution of phones; telephone services, cancellations, repairs , etc
15. Monitoring on a spreadsheet all facilities expenses monthly, including utilities bills for, water, cable, and phone bills.
16. Assisting in establishing and maintaining an inventory of furniture, equipment, and supplies.; and
17. Performing other duties as assigned.
Qualifications
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Generalized administrative background with specific knowledge of procurement, budgeting, and
Strong management and people skills-principles. Experience working within a Facilities Maintenance and Purchasing Department.
Exhibit good judgment, practical day-to-day experience working with a diverse group of people, and hardworking.
Extensive experience and judgment to plan and accomplish goals. Creativity and latitude.
Strong written and verbal skills, organizational excellence, and team-oriented.
Ability to handle confidential information with discretion and integrity.
Previous experience in a confidential administrative role with the ability to work well independently and ability to prioritize and multitask in a fast paced environment.
Proficient in Microsoft Word, Excel, and Power Point.
JOB SPECIFICATIONS
Education and Experience Requirement(s)
Undergraduate degree and at least three years of related work experience managing procurement or handling similar facilities duties regarding correcting violations; ensuring inspections, managing a fleet, etc. Education may be substituted for equivalent experience. Therefore, if the applicant has an AA Degree, must have 5 years of relevant experience.
Physical Demands
Generally, nonphysical, but may require some lifting of supplies or equipment up to 50 lbs.
Working Conditions
General office environment. Field work will also likely be necessary
Certifications & Licenses Required
Contact
To apply please visit our website at http://comunilife.iapplicants.com
Posted on 09/22/14; CVMHA ID #8191
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