Facilities Administrative Coordinator

The Community Builders, Inc.; Boston (MA); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

403(b) retirement plan with company match

12 Paid Holidays

Job summary

A leading nonprofit real estate development organization in Boston is seeking a Facilities Administrative Coordinator to provide comprehensive support to the Facilities & Maintenance Director. The role involves managing reporting deadlines, preparing presentations, and assisting with vendor communications. Ideal candidates will have strong organizational skills and prior experience in facilities management or property management. Benefits include medical insurance, paid holidays, and a 403(b) retirement plan.

Qualifications

• Prior experience in Facilities & Maintenance administrative support.
• Experience in affordable housing or real estate is preferred.
• Proven customer service and communication skills.

Responsibilities

• Provide support to the Director of Facilities & Maintenance.
• Manage multiple due dates and reporting deadlines.
• Prepare reports, presentations, and correspondence.

Skills

Excellent computer skills

Outstanding customer service skills

Organizational skills

Interpersonal skills

Ability to learn new software

Education

Associate degree or equivalent

Tools

MS Office Suite

Adobe Pro Suite

Job description

Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.

Position Description

The Facilities Administrative Coordinator will be based in the Boston Corporate office and will be responsible for providing comprehensive support to the Director of Facilities & Maintenance on various tasks as assigned. They must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. They must demonstrate independence and initiative as well as enthusiasm for the Organization’s mission. They will support the facilities and maintenance department in best achieving TCB’s strategic plan, striving to be the management company of choice and in growing the size and strength of our portfolio. This position also serves as a member of the Risk & Safety and Sustainability Committee for the organization.

Essential Functions

• Administrative and organizational management of multiple due dates and reporting deadlines including NSPIRE inspections with direct responsibility of uploading pertinent data as required within specified deadlines
• Preparation and presentation of reports, statistical graphs & charts, presentations and other materials for meetings and correspondence
• Assist the Director of Facilities in needed support related to facilities tracking and initiatives which include Work Order metrics, new vendor set up procedures, Building Information database and Utility Use data compliance and benchmarking as required including Data Aggregation, Report Running & Distribution, setting up new properties with YES and tracking deadlines
• Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail, uniforms and other materials
• Answer vendor emails requesting specific information or data used to provide analysis, reports and proposals
• Prepare and send out Request for Proposals (RFP) for vendor bids and projects as needed
• Support tracking of Project Manager role projects and deliverables with costs
• Set up new vendors for Facilities & Maintenance departments
• Other duties as assigned

Knowledge, Skills, and Abilities

• Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
• Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.)
• Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills
• Outstanding customer service skills for working with staff and vendors
• Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from challenging situations
• Ability to independently create Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
• Demonstrated ability to quickly learn new software programs, processes, skills, and information
• Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
• Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
• Must be trustworthy, ethical, reliable, and dependable

Education & Experience

• Prior experience providing Facilities & Maintenance administrative and project management support for a large portfolio
• Affordable Housing, Property Management or Real Estate experience is strongly preferred. Some knowledge of residential property management or facilities/maintenance is a plus
• Proven customer service and communication skills or willingness to seek and pursue additional training.
• Prefer 2 years of higher education – associate degree or equivalent

Benefits

• Medical, dental, and vision insurance
• 12 Paid Holidays & tenure-based PTO accruals
• Employer contributions to Health Savings Accounts
• Company paid Life & Disability Insurance
• 403(b) retirement plan with company match
• Tax-advantage accounts: commuter/parking, medical & dependent care FSA
• Hospital & Critical Illness Insurance
• Confidential, 24/7 Employee Assistance Program
• Pay range: $55-65k

The Community Builders is an equal opportunity employer.