Heifer International
Facilities Associate
Little Rock, Arkansas
Function:
This position is responsible for supporting and administering the operational processes to support the Director of Facilities Management and Global Properties, as well as Facilities Management Team, which include creating reports and informational spreadsheets, organizing data and communications.
Responsibilities:
1. Install, input assets, and implement Facilities Management assets software for all assets in the Greater Little Rock area.
2. Train and assist national and global staff to input Heifer assets in the Facilities software system.
3. Coordinate technical support activities and setup with Heifer International World Headquarters (HQ) and Learning Center teams for events/meetings.
4. Manage Heifer domestic- and international-owned, leased, and rental properties.
5. Coordinate security, landscaping and custodial activity with HQ and Learning Center teams for events/meetings.
6. Assist in processing Facilities Management invoices, including maintaining Facilities invoice spreadsheet.
7. Assist in processing credit card statements.
8. Assist in organizing and maintaining Heifer International archives.
9. Respond to written, oral and electronic building services requests via the electronic ticketing systems.
10. Maintain the Facilities Management pages and Employee Directory on Heifer’s Information Platform and future content management tool.
11. Prepare correspondence, reports, presentations, and other information.
12. Coordinate Emergency Response Team and Emergency Procedures.
13. Assist in planning and coordinating meetings involving the Facilities Management Team including set-up, preparation of agenda, taking meeting minutes, and handling follow up, when appropriate.
14. Coordinate with vendors and staff to maintain and repair furniture and building as directed by the Director of Facilities Management.
15. Maintain key list and distribution of keys list.
16. Maintain mail and express/overnight delivery service accounts.
17. Coordinate building maps for all HQ and update regularly, including emergency escape maps.
18. Perform general duties and assist with special projects for the Director and team as necessary.
19. May perform other job-related responsibilities as assigned.
Minimum Requirements:
Bachelor’s degree.
OR
High school/General educational development diploma plus four (4) years’ job-related experience.
Most Critical Proficiencies:
• Strong organizational skills with attention to detail.
• Knowledge of Microsoft Office Suite (e.g.: Word, Excel, Access, Outlook (email and calendaring functions) and Internet).
• Required knowledge of access control systems, badge software, and security cameras.
• Experience and ability to analyze financial reports and monitor budgets.
• Working knowledge of office devices, such as photocopiers and facsimile machines.
• Knowledge of general office and personnel management procedures.
Essential Job Functions and Physical Demands:
• Ability to work with sensitive information and to maintain strict confidentiality.
• Ability to work under pressure, in a fast-paced environment, handling multiple deadlines and with minimal direction.
• Excellent verbal and written communication skills with the ability to relate to individuals diplomatically and tactfully.
• Ability to prepare and proofread correspondence for correct punctuation and grammar, and produce documents in a well-designed, attractive format with impeccable attention to detail.
• Constant face-to-face, telephone and electronic communication with colleagues, applicants, and the general public.
• Ability to utilize telephone and email, and continuously provide professional, courteous and accurate information and assistance.
• May require constant sitting; working at a computer for extended periods of time.
• Ability to negotiate and work with other departments within the organization to facilitate efficiency of operations and consistency.
• Willingness and ability to travel domestically and internationally as needed.
• Ability to lift and carry between 25 and 40 pounds (11 to 18 kilograms) floor to waist.
• Good interpersonal and communication skills, with the ability to work cooperatively, professionally and cordially with a diverse staff.
To apply, go to
www.heifer.org/careers. Heifer International is an AA/EOE