Facilities Assistant

eastwestcenter; Honolulu (HI); On-site; USD 51,507 - 62,954; Full time

Benefits offered by this job

Health insurance

Retirement savings with company match

Paid holidays and vacation

Job summary

The East-West Center in Honolulu seeks a Facilities Assistant to support campus operations. You will assist with repairs, maintenance, and various administrative tasks across the 21-acre campus. This full-time role requires effective communication with diverse stakeholders and experience in facilities management.

The position offers an annual salary starting at $57,231.55, alongside a comprehensive benefits package including health insurance and retirement savings. Candidates are expected to reside in Oahu, Hawaii.

Qualifications

• Two years full‑time experience collaborating with a diverse adult population.
• Valid driver’s license and clean traffic abstract required.
• Physical capabilities to carry up to 20 pounds and climb stairs.

Responsibilities

• Communicate with staff, tenants, and vendors regarding maintenance issues.
• Coordinate processing of parking and key requests for staff and contractors.
• Perform inspections of buildings and grounds, identifying maintenance concerns.

Skills

Verbal and written communication

Time management

Organizational skills

Customer service

Education

High school diploma or equivalent training

Tools

Microsoft 365 (Outlook, Teams, Word, Excel)

Adobe Sign

Maestro Property Management System

Job description

About the Position

Our team is seeking a Facilities Assistant to support Campus Operations on the East-West Center’s 21‑acre campus in Honolulu. The position assists with the administration of facilities repairs, maintenance, construction, security, project management, housekeeping and related physical infrastructure support programs for the buildings and grounds of the East-West Center.

Responsibilities

• Communicates with staff, tenants, residents, vendors, contractors and guests by email, phone, in‑person and digital notification system regarding issues including resident conduct, maintenance, project management, supplies sourcing, cleaning, security and emergencies.
• Handles office mail using discretion to follow‑up, digitally scan, route and/or file as appropriate.
• Reviews and processes fiscal documents including payments, contracts, purchase orders and other forms; ensures goods and services are received and works directly with vendors and contractors to clarify issues.
• Coordinates processing, distribution and collection of parking, metal and electronic key requests for staff, conferences/workshops and contractors.
• Coordinates employee, contractor and vendor onboarding; collaborates with EWC programs and external stakeholders on needs and independently follows through to completion of all tasks; provides access to buildings and rooms as necessary.
• Maintains EWC vehicle requests calendar, approves requests for use, ensures drivers are authorized and have appropriate documentation, and schedules vehicle maintenance.
• Reviews EWC facilities use requests and maintains digital reservations system; follows up as necessary and coordinates set‑up and take‑down of rooms.
• Submits, schedules and assigns work orders using a computerized work order system and regularly monitors the system to ensure efficient completion of all work.
• Performs inspections of all EWC buildings and grounds; identifies maintenance, housekeeping and safety concerns and processes work orders, contacts contractors/vendors or follows up as necessary.
• Maintains inventory of maintenance, housekeeping, safety and office supplies; schedules delivery or pick‑up as appropriate and researches items and appropriate vendors.
• Coordinates landscape maintenance program including landscape maintenance, irrigation maintenance, large tree trimming, coconut palm trimming and arborist inspections; writes and solicits Requests for Proposals; inspects campus to identify safety hazards and coordinates correction of hazards.
• Assists with management of contract services such as housekeeping, maintenance, HVAC, landscaping, waste management, pest control, linen and security.
• Coordinates events held outside of regular business hours; provides general facilities, hospitality, security and parking support.
• During designated shifts, oversees daily operations, monitors employees, and ensures that outstanding customer service is being provided; monitors and secures six buildings and landscaped areas; conducts visual inspections; responds to emergencies and calls for assistance throughout the campus, reporting or escalating issues to management as needed.
• Provides excellent customer service and maintains a positive work environment; communicates and enforces company policies and procedures while addressing issues and complaints as needed.
• The individual may be required to assist with emergencies outside of normal schedule.
• Assists with project management which requires special emphasis on communicating with internal and external stakeholders; projects include building maintenance and upgrades, landscape maintenance and upgrades, space management, event management and workflow management.
• Provides backup for Mail Services department; picks up, sorts and delivers mail.
• May perform other related duties and tasks as assigned.

Qualifications

• Highschool diploma or equivalent training; post‑high‑school education combined with experience totaling at least two years.
• Two years full‑time experience collaborating with a diverse adult population and using computerized systems.
• Ability to acquire and maintain knowledge of policies and procedures; initiative and cooperative follow‑through on assignments; efficient time, task and material organization; excellent verbal and written communication with diverse cultural backgrounds; work under deadline pressure; maintain accurate files and records; handle confidential material; make arithmetic computations accurately; apply good judgment; accept responsibility.
• Physical requirements: climbing stairs, using a ladder, carrying supplies up to 20 pounds, walking across a 10‑acre campus, operating electrical switches and water valves.
• Valid driver’s license and clean traffic abstract; knowledge of routine office and record‑keeping procedures; correct English grammar, punctuation and spelling; familiarity with office machines and equipment.
• Technology experience and working knowledge of programs used within the unit (Microsoft 365 – Outlook, Teams, Word, Excel, Calendar, etc.; Adobe Sign; Space IQ; Maestro Property Management System; Kaba Atlas key system; SendSuite mail tracking system; Impak work orders; Rave notification system).

Benefits

The annual salary for this position starts at $57,231.55 with an attractive benefits package that includes health insurance, retirement savings with a generous company match and paid holidays as well as paid vacation and sick leave. Opportunities for career growth and development and a supportive work environment are also provided.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full‑time, in‑person role that requires the desired candidate to physically reside in Oahu, Hawaii.