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Facilities Coordinator
The PCRM Foundation is seeking a Facilities Coordinator to assist with the smooth and efficient day-to-day operation of PCRM’s 13,000 square foot office space and residential guest house.
Primary Areas of Responsibility and Specific Duties
- General Office Maintenance and Cleanliness
- Keep copier and printer areas adequately stocked with inventory/supplies, organized, clean and clutter-free; deliver faxes and print jobs that haven’t been picked up
- Keep the kitchens (counter space, cabinets, drawers, refrigerators, freezers, etc.) adequately stocked with inventory/supplies, organized, clean and clutter-free; complete weekly fridge purge
- Coordinate recycling (including wiping outside of bins if dirty, make sure lids aren’t kept open by overflow, etc.)
- Keep closets organized, clean, and clutter-free
- Establish rotating schedule for cleaning offices and workstations and work with Busy Bees to ensure that offices and workstations are cleaned on a regular basis; coordinate cleanings with employees
- Assist with internal office relocations and office set-ups
- Assemble office furniture
- Keep walls and other surfaces smudge-free
- Empty shredders
- Work with Fulfillment Coordinator to keep on and off-site supply storage adequately stocked with inventory, organized, clean, and clutter-free
- Systems and Property Maintenance
- Assist with maintenance and operation of the office phone and voicemail system including changing and ordering new telephone extensions
- Assist with maintenance and operation of the suite security system including adding and deleting codes, resetting the time as necessary when switching to and from daylight savings time and maintaining a list of security codes
- Assist with maintenance and repair of company-owned equipment and property at three locations, including but not limited to: hanging signs and light drywall, painting, plumbing, electrical, flooring, and HVAC work
- Know how to operate media and conference calling equipment and assist staff as needed
- Assist with maintenance at PCRM’s residential guest house including preparations for guests as needed
- File and Supply Storage
- Work with employees to address on and off-site storage needs and then maintain needed on and off-site inventory
- Be aware of the office’s filing needs and identify file cabinets available for use; ensure that file cabinets and contents are claimed and maintained by the appropriate department/department manager
- Move files off-site; retrieve files from off-site storage
- Recycle or shred documents as needed/appropriate
- Office Supplies, Equipment, and Furniture
- Work with employees to address equipment and furniture needs
- Work with Facilities Assistant to purchase, stock, organize and inventory supplies
- Communicate with staff working from remote locations to ensure they have adequate supplies
- Monitor office equipment and furniture for maintenance needs; coordinate or perform maintenance as needed
- Maintain supply of building and suite keys and access cards and distribute per policy
- Perform office moves
- Vendor Relations
- Interact and maintain good working relationships with building management/staff and all vendors
- Maintain vendor lists and contact information
- Source vendors to provide service for PCRM as required
- Off-Site Errands
- Move inventory to and from the off-site storage facility
- Purchase food for on- and off-site events, e.g., staff education sessions, volunteer work parties, etc.
- General Administrative
- Complete check request forms for operations-related invoices, credit card statements, and expense reports as needed
- Keeps copies of all receipts
- Maintain operations-related files
- Write and maintain detailed standard operating procedures and project status reports for primary areas of responsibility
- Assist with all aspects of inventory management
- Other
- Assist Facilities Assistant with conference and meeting support and preparation of conference rooms for meetings
- Cross-train with other facilities staff including Receptionist, Facilities Assistant, and Literature Fulfillment Coordinator
- Be an expert in office emergency procedures
- Research and coordinate safety measures throughout PCRM’s facility, including fire detection and suppression systems, OSHA/Fire code compliance, ergonomics/lifting/ladder safety, LOTO (lock out tag out), hazmat, BBP (blood borne pathogens), PPE (personal protection equipment), and back up power (generator/ups system)
- Provide backup reception coverage
- Assist with all aspects of meeting the needs of the facilities department and PCRM
Required Education, Experience, and Skills
- Education
- A minimum of a high school degree, bachelor’s degree preferred
- Experience
- A minimum of one year of office experience; operations/facilities experience preferred
- Experience in a nonprofit setting preferred
- Skills
- Ability to deliver excellent customer service to employees as well as outside partners
- Ability to organize physical spaces, materials, and information with a high degree of attention to detail
- An eye for cleanliness, order, and safety; ability to detail-clean as needed
- A proactive outlook
- Good written and verbal communication skills including the ability to summarize key issues and activities
- Ability to foster and maintain good relationships with staff and vendors
- Ability to handle multiple tasks, prioritize, work well under pressure, meet deadlines, and see projects through to completion in a very fast-paced environment
- Ability to make sound, independent judgments
- Ability to develop solutions to any identified problems
- Professional skills, demeanor, and work ethic
- Proficient use of Microsoft Office Suite
- Ability to maintain a sense of urgency, efficiency, and flexibility
- Other Requirements
- Ability to work weekdays between 8:30 a.m. and 5:30 p.m. and be on call evenings, weekends, and holidays for special projects and/or building emergencies
- Valid drivers license and willingness to run errands requiring driving
- Ability to lift and move up to 40 pounds of office equipment/supplies
- Ability and willingness to travel to related seminars, conferences, training, meetings, etc.
- Interest in developing new competencies as needed for the responsibilities of the position
- Enthusiasm for PCRM’s mission and objectives
Terms of employment: Full-time in PCRM’s Washington, D.C., office (Friendship Heights neighborhood/metro)
Compensation: The PCRM Foundation offers a competitive nonprofit salary commensurate with experience as well as a comprehensive benefits package that includes opportunities for continuing education and professional development.
How to apply: Please mail, fax, or e-mail (preferred) a cover letter (see note below) and your résumé to:
The PCRM Foundation
Attn: Sarah Petersen
5100 Wisconsin Ave., N.W., Ste. 400
Washington, D.C. 20016
Fax: 202-527-7410
E-mail: careers@pcrm.org (Please note “Facilities Coordinator” in the subject line of your e-mail.)
Note: Please include the following in your cover letter: an explanation of your interest in joining The PCRM Foundation, where/how you found out about this career opportunity, and your salary requirement.
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