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Facilities Administrator

Department: FACILITIES
Location: New York, NY

 

AIChE founded in 1908, is a professional society of more than 60,000 chemical engineers in 110 countries. Its members work in corporations, universities, and governments, using their knowledge of chemical processes to develop safe and useful products for the benefit of society. AIChE fosters and disseminates chemical engineering knowledge, supports the professional and personal growth of its members, and applies the expertise of its members to address societal needs and improve the quality of life. Through its varied programs, AIChE continues to be a focal point for information exchange on the frontiers of chemical engineering research in such areas as energy, sustainability, biological and environmental engineering, nanotechnology, and chemical plant safety and security.

Under the direction of the Chief of Administration, the successful incumbent will efficiently manage AIChEís facilities while portraying a high level of customer service. Success in this role is dependent upon extraordinary relationship management skills, attention to detail around the office, cleanliness, and problem-solving. The Facilities Manager supports a hybrid work environment by leading and expanding technological enhancements and is forward-thinking about where and how we work. This role includes monitoring equipment and service systems, negotiating service contracts, creating budgets, process online invoices, and ensuring compliance with the organizationís policies and safety requirements. Must be dependable, flexible, and able to prioritize.

Responsibilities:

  • Support a hybrid work environment through proactive communication, efficient process updates, and develop a strategy to continue modernization efforts
  • Prioritize deliverables while managing multiple projects and the work of a part-time or temporary employee
  • Manage day-to-day operations of the overall facility (NYC Office & support for other AIChE offices)
  • Lead, review and improve quality, efficiency projects to ensure continuous best practices, and quality improvement
  • Develop processes and procedures to effectively meet or exceed expectations
  • Assist with sourcing and negotiating facilities service agreements and contracts in collaboration with procurement manager
  • Monitor equipment & service issues relating to A/V, HVAC, DOJO, AWARE, printers, copiers, plumbing, electrical, fire, flooring, restrooms, and kitchen
  • Sustain a good working relationship with building management as the liaison for the following services: security and building pass access, tenant, recycling, cleaning, safety
  • Ensure compliance with all facility policies and procedures
  • Coordinate safety inspections and guarantee emergency preparedness procedures are implemented
  • Use online systems to manage mailroom and organize all shipping and receiving
  • Order, organize and manage inventory including general supplies, shipping materials, and kitchen food and paper goods
  • Make arrangements for on-site meetings including safety protocols and facility needs
  • Plan and manage office seating arrangements using the DOJO system
  • Assist other departments with on/off-boarding employees
  • Maintain on-site and off-site storage spaces

Skills:

  • Good written and verbal communication skills
  • Communicate effectively and professionally with vendors, contractors, senior management, and all other levels of employees
  • Procurement and negotiation skills
  • Knowledge of general maintenance methods, operating requirements
  • Technologically savvy
  • Experience managing and developing staff preferred
  • Ability to lift and carry up to 50 pounds

Software Proficiency:

  • Proficient in MS Outlook, Word, Excel, PowerPoint, or related software as required to complete and maintain records
  • Familiarity with postage machines is preferred

Competencies:

  • Project management
  • Customer Service
  • Organizational skills
  • Leadership
  • Planning
  • Strategic thinking
  • Accountability

Educational Requirements:

  • Associate/Bachelorís Degree
  • Minimum 5 years work experience

The American Institute of Chemical Engineers is an Equal Opportunity Employer.

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