Auxiliary Coordinator

Organization: 
Urban Affairs Coalition
Division / Program: 
One Day At A Time (ODAAT)
Position Details
Department: 
ODAAT/Community-based Health
Position Summary: 

The individual selected for this position will report to the Chief of Staff (COS) at ODAAT and will oversee the day-to-day operations and the provisions of the janitorial and maintenance, and inventory supply. The Auxiliary Coordinator will ensure that the organization’s facilities are operating effectively and safely, while also monitoring catering functionality. Additionally, will  also work with the Fiscal Department to ensure supplies and goods are available for all facilities and departments. The successful candidate will liaison between Shelter Services and Executive management providing both departments seamless facility’s maintenance and inventory distribution information.

Reports To: 
Chief of Staff
Key Duties & Responsibilities: 

PRIMARY RESPONSIBILITIES:

  • Conduct management and volunteer meetings around auxiliary services
  • Work with program managers and landlords to maintain facilities and resolve problems that occur throughout the buildings
  • Work with Chief of Staff and Community Coordinator to manage fleet of volunteers
  • Forecast and schedule mandatory maintenance of building systems and equipment
  • Organize vendor payments and ensure timely payment in coordination with the fiscal department; ensure all invoices are forwarded to fiscal
  • Create and update regular maintenance logs for all ODAAT facilities and share with COS
  • Attend meetings, trainings and conferences required by management
  • Work with diverse populations (race, ethnicity, religion or sexual orientation, etc.)
  • Develop policies and procedures approved by the COS to ensure the integrity of the departments and services
  • Develop maintenance policies/procedures and complete required reports for COS, program directors, and all internal or external sources as directed
  • Monitoring food and food supply inventory for all facilities, and ensuring kitchens maintained, certified (up to code) and safe for meal preparation
  • Perform other related duties as assigned by the President or Chief of Staff

Facilities Management (Janitorial and Maintenance) Specific Responsibilities:

The Auxiliary Coordinator will ensure that the organization’s facilities are operating safely and efficiently on a daily basis by completing daily inspections and conducting proactive and reactive maintenance. This employee will operate across different business functions, working on both a strategic and operational level.

  • Advise organization on measures to improve the efficiency and cost-effectiveness of the facility maintenance and administration, inspections, and renovation management
  • Ensure that basic facilities are well-maintained and conducting proactive maintenance
  • Address building emergencies as they arise
  • Support Fiscal department in managing facilities’ budgets as directed
  • Ensure that facilities meet compliance standards and government regulations
  • Plan for the future by forecasting the facility’s upcoming needs and requirements
  • Oversee new renovations, refurbishments and building projects
  • Help coordinate with office relocations
  • Draft maintenance reports
  • Develop, conduct, support, or assist in governmental facility maintenance or compliance reviews, internal corporate facility evaluations, or assessments of the overall effectiveness of facility safety
  • Direct or participate in emergency management and contingency planning
  • Prepare reports or make presentations on internal investigations, losses, or violations of regulations, policies and procedures
  • Prepare reports related to safety and security compliance matters
  • Oversee routine and ad hoc maintenance, obtain and support facility operational certifications for all properties, especially new properties in the ODAAT inventory.
  • Facilitate and implement corrective actions and capacity building to manage the support and assignment of volunteers for janitorial, maintenance and facilities support
  • Ensure proper documentation of each maintenance job or vendor work
  • Support and/or facilitate the facility and maintenance certifications needed for UAC and UAC’s insurance provider
Education, Knowledge, Skills & Abilities: 
  • Associates degree (AA) is required; Bachelor’s degree (BA/BS) preferred
  • Minimum of two years janitorial or facilities management experience required
  • Must have the ability to work independently and can provide technical assistance to other team members
  • Ability to use MS Word and Excel
  • Exceptional attention to detail and organizational skills
  • Excellent verbal and written communication skills
  • High level of reliability and work ethic
  • Ability to work independently, with minimum supervision
  • Excellent time management
  • High level of initiative
  • Personable and able to work with all cultures with sensitivity
  • Impeccable integrity and team player
  • Occasional flexible work schedule including evenings and weekends
  • Able to work remotely as needed
  • Bilingual a plus
More Details: 

LICENSES AND CERTIFICATIONS

  • Valid Pennsylvania driver’s license preferred

PHYSICAL REQUIREMENTS

  • Able to lift/move weight up to 75lbs.
  • Vision adequate to perform the responsibilities and functions of the job efficiently
  • Must be able to sit or stand for 3 or more hours per day
Contact Info
Contact Info: 
Forward cover letter and resume to ODAATCareers@gmail.com with "Auxiliary Coordinator" in the subject line.