Country: United States of America
Closing date: 08 Mar 2019
Job Description
Background/IRC Summary: Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through 26 offices in cities across the United States, the IRC also helps refugees and other immigrants resettle in the U.S. and become self-sufficient. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
Job Overview/Summary: Under the supervision of the Senior Facilities Manager, the position is responsible for the orderly coordination and reliable execution of various facilities support activities.
Major Responsibilities:
• Front desk reception, welcome visitors in person or on the telephone; answering or referring inquires to specific people, answer incoming calls on multi-line telephones.
• Provide callers with information such as company address, directions to the company location, company fax number, and website.
• Maintains the company’s seating chart using Visual Directory.
• Submit visitor names to lobby security and schedule new hires for ID pictures/IRC cards access cards
• Oversee internal office moves including phone activation ensuring employees’ phones and computers are properly patched to new locations; coordinate with IT as required.
• Order food and support meetings as required.
• Provide support in emergency situations.
• Provide proactive support to ensure HQ security system is up to date and operational.
• Manage daily tracking of seat utilization by dept.
• Run reports and analyze use as needed.
• Maintain and develop strong professional working relationships with Chanin Building Management and maintenance contacts to ensure first-rate services are provided in a timely manner.
• Act as liaison with certain account representatives from established vendors addressing any issues with IRC’s accounts including but not limited to service calls, opportunities for growth, or performance issues.
• Contribute in the processes of daily pickup, distribution and processing of incoming/outgoing mail.
• Assist with on-site project management for small-scale office renovation and expansion projects as directed by the Director of Facilities and Operations; Liaise effectively with construction service providers and IRC employees.; track contractor invoices; help bring project to completion on schedule.
• Assist Senior Facilities Manager with administrative tasks and projects.
• Maintain off-site storage database for HQ as well as closed offices both domestic and international.
• Other related facilities and operations tasks and projects as necessitated by evolving needs of IRC.
• Respond promptly to work orders from employees
• Order supplies as needed and monitor the supplies’ delivery to ensure accuracy of shipment and follow-up as needed.
• Review with Office Facilities Staff the conference room bookings on a daily basis and follow-up efficiently to set-up conference rooms as needed, this includes arranging audio/visual equipment, supplies, food and beverages as needed.
• Act as liaison with staff to make sure conference set-up needs are met.
• Troubleshoot basic equipment problems for audio-visual and conference room phones, when needed.
• Review with Office Facilities Staff conference room supply, cleanliness of offices and equipment to ensure that adequate supplies and working equipment are available.
• Provide support and back up to other Office Facilities Staff as needed.
• Other related duties as requested by the Director of Facilities, Senior Facilities Manager and Operations
Key Working Relationships:
Position Reports to: Senior Manager Facilities
Position directly supervises: N/A
Job Requirements:
• Pursuing Associates Degree (or equivalent degree)with min. 2 years relevant experience; Bachelor’s degree preferred
• Minimum of 2 years multi-use/conference facilities experience with operations management experience;
• Previous work experience in an office services setting
• Proven knowledge of DHL, UPS, Fed EX. Etc. and Postal regulations and procedures and ability to operate audio/visual equipment;
• Excellent interpersonal and communication skills: the ability to successfully interact in with a variety of people in a friendly customer services manner;
• Solid organizational skills
• Collaborate with IT and Human Resources to Facilitate Internal Moves
• Must be able to lift at least fifty pounds up to shoulder height
• The ability to prioritize tasks and manage a fast-paced work flow;
• Proven track-record in continuous process improvement
• Flexible work attitude: the ability to work productively in a team environment & independently;
• Basic Computer skills: MS Word, Excel, and email applications.
Working Environment: Standard office work environment.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.
How to apply:
Applications to be submitted on: https://rescue.csod.com/ats/careersite/jobdetails.aspx?site=1&c=rescue&id=3564