Facilities Administrator

Job Summary:  Provides specialized administrative support for all Facilities functions, including but not limited to capital development, custodial, maintenance, security, and other projects.  Maintains facility related databases and serves as the lead in entering and updating work orders.  Assists Facility Manager in assuring the smooth workflow of Facilities related projects, and interacts with internal maintenance staff, security staff, and external service providers.  Maintains schedules, prepares correspondence, and performs other duties as assigned.

Location: CLP-Main, Pittsburgh, PA
Work Hours:  37.5 hours per week; Monday-Friday. (Schedule based on operational needs with additional hours possible)
Supervisor: Dale Kirchner-Manager-Facilities
Salary:  $20.70 per hour
Unit: This position is represented by the United Steel workers union.

Essential Functions: 
Reviews, summarizes, and processes all Facilities related invoices for utilities, service contractors, and supplies.
Organizes the logistics of CLP events; schedules locations and classrooms and verifies needs for set-ups.  Coordinates and determines appropriate related staffing needs such as audio visual, custodial, and security.
Processes system-wide work service requests, trouble shoots and resolves concerns, coordinates activities with managers as needed.
Inputs service requests (CLP and Museum) into work order system database for assignment.  Follows up on status and progress of work orders.
Coordinates work order service providers and maintains work order system.
Assists with Capital Projects, purchase orders, drawing and project files, and associated contracts and leases.
Maintains, updates, and re-evaluates service contracts and insurance certificates.
Has direct interactions with both internal and external customers, such as vendors, design professionals, contractors, and library staff.  Assigns tasks to custodial staff when required.
Answers telephones, screens and/or directly handles phone calls, redirects as necessary.
Assists in the preparation of correspondence, including reports, spreadsheets, and documents; additional duties include filing, copying, and ordering supplies.
Attends selected meetings as required.
Performs other duties as assigned.

Competencies and Qualifications: 
Thorough knowledge (or ability to quickly gain knowledge) of CLP’s policies and procedures;
Ability to perceive the administrative needs of the Department and take initiative to address those needs;
Possess and demonstrate independent thinking and decision-making abilities;
Strong customer service skills;
Possess a general working knowledge of contracts and professional service agreements;
Ability to act appropriately as a representative of CLP;
Excellent organizational, interpersonal, and communication skills, with a strong attention to detail;
Ability to assign work to other employees;
Ability to prioritize work and projects appropriately;
Ability to maintain confidentiality of sensitive information;
Knowledge of computer equipment and proficiency with relevant software and hardware;
Ability to operate current office equipment.

Education and Experience:  
High School diploma or equivalent required; Associates Degree (in Business or related field) or higher preferred;
Five years of facilities-related experience, or demonstrated equivalent combination of training, education and/or work experience;
Strong computer skills; Proficiency with MS Office, including Outlook, Excel, and Word.

Physical and Environmental Conditions:  

Work environment involves everyday risks or discomforts, which require normal safety precautions typical of such places as offices, libraries, or meeting rooms, e.g., use of safe workplace practices with office equipment, and/or avoidance of trips and falls. Also, will include event venues, loading areas and other related spaces which will present different hazards and risks, such as stairs, stages, sloping or uneven ground, etc.

Clearance Requirements:  
PA State Criminal Record Check
Pennsylvania Child Abuse History Clearance
FBI Criminal Record Check

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, ancestry, age, disability status, marital status, pregnancy, veteran status, sexual orientation, gender identity and expression, genetic information, political affiliation or any other protected characteristic in accordance with applicable laws and regulations.