Job description

Summary:

Reporting to the Director of Facilities Management, the Facilities Support Receptionist oversees a multi-location educational setting and manages the day-to-day operations of facilities (leased and owned) to provide a “Class A” environment for the students, faculty and staff at American Career College, West Coast University, and Administration. Properly and efficiently answers phones, maintains the properties and coordinates the facility needs of the schools. Works closely with all levels of management at American Career College, West Coast University and Administration to ensure thorough, accurate, and timely communication and distribution of information in adherence with company policies, guidelines, and standards.

Responsibilities:

• Approximately 70% real estate and facilities support, and 30% answering phones.
• Work Order Management System: issuing work orders, administer work order system, generates reports, adding/editing updating system users, adjusting work order routing. Initiate work order requests through the Property Management work order system at multi-tenant campus locations.
• Assist and support the Project Engineers with daily tasks or issues as needed: moves/add/changes, furniture vendor issues and requests, signage issues and requests, plan tallies, and material sourcing/procurement.
• Assist and support the Facilities Department with daily tasks as needed: business/tax license tracking and issuance and delivery as well as related annual building permits.
• Vendor Management: Maintains vendor contact list and tracks vendor contracts. Maintains communications and relations with vendors. Setup new vendor accounts when needed (Issuing/Collecting W9’s & COI’s, recording in SmartSheet). Vendor Coordination with Vendors as needed, communication/coordination. Creating schedule and providing detailed instructions, obtaining quotes, following up on past due deliveries and receipts, creating reports from Basware data for supplier KPI’s (on-time delivery, delivery accuracy, shipping terms), creating reports to monitor departmental metrics (requisition processing to PO, PO maintenance).
• Oversees and coordinates commercial insurance program. Including but not limited to obtainment and delivery of COI to vendors, obtainment, tracking, and initial review of COI from vendors, coordinating insurance renewals, and processing and tracking insurance claims.
• Provides lease administration support for all campuses including lease abstracts, rent increases and common area maintenance (CAM) tracking/updating.
• Assists Director with unusual or difficult problems, special projects. Utilizes judgment to recommend when policies and procedures can be altered in special circumstances deemed appropriate by management (i.e., change in vendor, part substitution). Communicates with management, customers and vendors to resolve problems.
• Reconciling invoices to contracts, ensure work is complete with Project Managers, and Mechanics, coding and processing department Invoices with provision of back-up documentation, ensure accurate coding and tracking of invoices, bills, and projects, assisting with accrual process at month end, coordinating with Accounts Payable, processes check requests.
• Oversees company vehicle program, licensing / registration/ Insurance, scheduling repair/maintenance.
• Serves as one of the facilities department’s customer service points of contact for all locations.
• Answers all incoming calls, directs calls to appropriate individual or department, takes messages and/or handles caller’s inquiries whenever possible. When receiving safety, security and/or media calls, follow procedures outlined in the receptionist manual.
• Retrieves general voicemail messages received during non-business hours and directs to appropriate person for follow-up.
• Greets incoming visitors, determines nature of their business and contacts individual or department to notify them of their presence. If visitor presents a safety and/or security risk, follow procedures outlined in the receptionist manual.
• Assists in the planning and preparation of meetings and conference room scheduling.
• Picks up, date stamp, sort, and coordinate delivery of the in-coming and out-going mail and all general correspondence as needed.
• Updates and maintains various Facilities lists including but not limited to mechanic depth chart, vendor and important contact directories, and Facilities Emergency Contact List.
• Oversee, maintain, and order supplies and material requests for both the Administration and other campuses as needed.

Education:

• High school diploma; three plus years of related experience and/or training; or equivalent combination of education and experience.
• Associate’s degree or equivalent from a two-year college or technical school or other post-secondary degree preferred.

Licenses/Certifications:

• Current Driver’s License.
• Relevant industry certifications preferred.

Knowledge/Experience:

• Requires developed skills through application of standards and processes within a narrow scope of work.
• Typically requires 3-5 years of experience and additional vocational or technical education.

Preferred:

• Experience working with construction documents such as reading, interpreting and transferring expertise to projects.
• Experience with furniture and product specification.
• Previous experience within an academic/educational institution preferred.
• Prior work experience or other demonstrated ability to make responsible decisions and accept accountability.
• Knowledge of building management systems and procedures, general management services and space utilization.
• Knowledge of business, construction, and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.
• Knowledge of facilities operations, services, and activities of a building maintenance, repair, and construction program.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• facilities support: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: One location

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