Facilities Assistant

Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Facilities Assistant. 

AIR’s Workplace Management department is seeking a Facilities Assistant to join its innovative team. This department operates in a customer-service-oriented and fast-paced environment. This position reports to the Facilities Manager (FM) and is primarily responsible for the daily operations of AIR’s Chapel Hill location. 

The Facilities Assistant will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success. Additional responsibilities include efforts to further support the entire department and overall organizational needs. If you are excited to be part of a fast-paced, dynamic team, this role is for you.

The Facilities Assistant will be expected to go into AIR's Chapel Hill, NC office, for a minimum of 3 days a week. This role is part-time, requiring a commitment of about 20 hours each week.

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world. AIR s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment.

We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today’s challenges. We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.

Responsibilities:

Essential job functions include but are not limited to-

1. Maintain AIR’s Chapel Hill, NC Location to Class A standards: 

• Conduct regular walk-through inspections, create work tickets, oversee timely resolution of issues, and coordinate all preventive maintenance tasks for the space.
• Build and sustain professional relationships with all relevant stakeholders, including AIR staff, the property management office, building engineers, cleaning crew, and other service vendors within the space.
• Maintain inventory and stock all supplies in the kitchen, workroom, conference, and printer areas throughout the space.
• Provide reception coverage, including answering the door, greeting staff, vendors, and visitors, and issuing access badges.
• Ensure the space meets the needs of the organization, its staff, and clients, with minimal disruption to the workday.

2. Workplace Management Systems:

• Appropriately manage all assigned work tickets within established Service Level Agreement criteria (SLA) within AIR’s work-ticketing system.
• Actively provide recommendations and meaningful feedback to support continuous improvement of WPM systems.
• Maintain accurate data within AIR’s Integrated Work Management Systems (IWMS, FM Systems). For instance, maintain accurate floor plans and room assignments for the Chapel Hill location.
• Offer coverage for the main phone line, primarily as backup support.
• Support the maintenance and accuracy of documents within WPM’s intranet webpage.

3. Shipping and Receiving:

• Handle all incoming and outgoing mail and packages at the Chapel Hill location.
• Deliver monthly reports to the accounting department, as requested by the FM team.
• Provide remote backup support for supply order requests submitted by staff across the organization.

4. Events Support:

• Support all meeting events according to Workplace Management’s established processes, including furniture setup, catering orders, setup, and cleanup.
• Maintain reservable offices in a ready state as per established processes.

5. Safety, Security, & Emergency Preparedness:

• Lead the local emergency preparedness program and emergency response team (ERT) including hosting quarterly meetings, maintaining emergency supplies, updating relevant documents, and supporting recruitment for the ERT.
• Maintain access cards to ensure proper access controls for the Chapel Hill location.

6. Invoicing & Budget Support:

• Verify that goods and services are received as billed before acceptance.
• Monitor and maintain annual funded value purchase orders (FVPOs) and purchase orders (POs) according to established processes and expectations.

7. Space Planning & Move Management:

• Make space planning recommendations for new hires, transfers, etc., in line with established guidelines for the Chapel Hill location.
• Complete new hire, move, and departure tasks within the Cherwell ticketing system.
• Plan, coordinate, and manage internal moves under the Facilities Manager's guidance.
• Administer basic Ergonomic Assessments to staff and support the scheduling of Medical Ergonomic Assessments as requested by Human Resources, following established processes. Training will be provided.

8. Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on business needs.  

Required Qualifications:

• At least 1 year of relevant experience or a High School Diploma or equivalent (GED).
• Customer service experience preferred but not required.

 Skills:

• Strong analytical, critical thinking, and problem-solving skills.
• Effective communicator, able to work with individuals at all levels, both in-office and virtually.
• Proven ability to work independently and collaboratively, prioritize multiple objectives, and maintain a customer-focused approach.
• Excellent organizational and time management skills, adaptable in a fast-paced environment.
• Strong attention to detail and accuracy, with a proactive approach.
• Ability to lift up to 50 lbs.
• Proficient in Microsoft 365 (OneDrive, SharePoint, Excel, Word, PowerPoint) and Adobe Acrobat Pro.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR maintains a drug-free work environment.

Accessibility Notice: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to Taliba Boone at tboone@air.org or call 202.403.5000.

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to recruitment@air.org.

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams at ftc.gov/scams.

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