Operations Building Specialist

Website United Way of Central Alabama

Job Summary

This position is responsible for supporting the operations of UWCA Building Facilities through procuring building assets, reconciling purchase orders & invoices, tracking asset inventory, coordinating staff office moves & seasonal space changes.  This position is also responsible for assisting the contract process for facility improvements & repairs.

Responsibilities:

  • Asset Tracking: Maintains detailed list of assets by tracking moves & conducting scheduled periotic inventory audits; including assets at remote locations or in offsite storage. Coordinates the clean out of storage areas as needed.

  • Office Spaces, Meeting Rooms & Facility Maps: Maintains up-to-date facilities maps complete with office assignments for building occupancy changes. Coordinates office set ups for new staff, current staff moves and seasonal changes. Communicates changes to Finance for occupancy charges.  Point of contact for the reservation of UWCA meeting rooms for external parties.  Manages the meeting room reservation inbox & coordinates room reservations.

  • Purchases: Completes the purchase order process for purchases to address building facility needs including monitoring facility needs, completing new asset forms for large furniture items (over $2,500), acquiring approval for purchases, & reconciliation with invoices.

  • Contracts: Reviews building facility needs & engages the contract review process as needed through the coordination of budgets, invoices, and communication between internal & external parties.

  • Policies: Ensures compliance with building facility policies and procedures. Communicates necessary updates to facility policies & procedures as needed.

  • Scheduled Maintenance & Coordinating Renovations: Maintains a schedule of routine building maintenance, coordinates inspections with internal & external parties as needed and coordinates the completion of scheduled renovations.

  • Communication: Completes quarterly tests of the Alertus mass alert system and other safety drills as needed. Engages staff and tenants as needed for building announcements.

  • Other duties as assigned

Qualifications:

Knowledge & Skills:

Must have extensive desktop skills including knowledge of Microsoft Office Suite.  Excellent writing and communication skills are required. Ability to organize, coordinate and manage multiple projects and priorities.

 

    Key Competencies: 

  • Communication skills – written and verbal
  • Planning and organizing
  • Time management and ability to prioritize
  • Problem assessment and problem solving
  • Information gathering and monitoring
  • Attention to detail and accuracy
  • Flexibility/Adaptability
  • Customer Service Orientation
  • Ability to work with a team

  Education:

  High School diploma, college degree preferred 

 Experience:

  1-2 years professional experience

 Other:

Regular office environment with occasional overtime.  Must have valid driver’s license, reliable transportation, and proof of automobile insurance.