“Helping our community’s most vulnerable with solutions that permanently improve lives.”

JOB SUMMARY: Provides administrative support for the support operations department. Responsible for bid process, product ordering and receiving, storage of inventory, security system updates, curating and maintaining strong vendor relationships, and works closely with others to ensure all assigned facilities meet local, state, and federal requirements.

ESSENTIAL DUTIES: 

1. Support Facilities and Maintenance Director with administrative and clerical tasks as requested. 
2. Orders supplies and materials needed for repairs and maintenance. 
3. Keep the supplies stocked and maintain an inventory. 
4. Assists with inspections and identifies repair and compliance needs. 
5. Responds to complaints and resolves issues with vendors and tenants. 
6. Assists with performing regular checks on the safety systems like fire alarms, smoke detectors, elevator certifications, etc. 
7. Assists with inspecting problem areas and ensure the necessary steps are taken to solve them.
8. Assist with scheduling maintenance requests; maintain data.
9. Responsible for choosing and managing vendors for identified needs.
10. Solicit bids from contractors and prepare bid analysis packages for review.
11. Generate purchase requisitions.
12. Build and continue positive working relationships with vendors.
13. Maintain/update vendor information and liability insurance information as needed.
14. Communicate on site with vendors and/or staff about specific needs.
15. Assists with assignment of work orders based on specific vendor/maintenance tech qualifications/strengths.
16. Ensure work orders performed by subcontractors are completed in a timely manner and jobs are completed within budget or estimate.
17. Prepare all billing from vendors/contractors weekly via coding, check requests, and purchase orders.
18. Ensure vendors are being paid in accordance with standards and follow up if not meeting those standards. 
19. Prepares and submits Replacement Reserve Requests.
20. Assists with developing and documenting procedures for the security system.
21. Assists with security system updates. 
22. Promote ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients. 
23. Perform other duties as assigned. 

JOB REQUIREMENTS:

1. Education /Background: Minimum of a High School Diploma or equivalent plus 4 years of progressive experience in a facilities and maintenance work required.
2.  Job Knowledge: Requires a working knowledge of facilities and maintenance work scope. Must know basic office management practices and be able to operate basic office equipment. Must be proficient in Microsoft office suite. Must be able to identify, analyze and resolve conflict situations, be flexible and maintain confidentiality.
3. Working Conditions/Physical Demands:  Must be able to work in a fast-paced environment with moderate interruptions. Must be able to stoop, bend, squat, and ambulate over uneven floor surfaces including stairs and steps. Primarily office work, travel within area on a frequent basis, travel to other areas of state as needed. Evening and weekend hours required as needed. Must be able to visually and auditory assess and interact with clients to ensure their safety and wellbeing. May lift up to 5 pounds.
4. Other requirements:
   1. Valid AZ driver’s license, reliable transportation and ability to show proof of registration/insurance.
   2. You must be 21 years of age or older to drive on behalf of Catholic Charities.
   3. Level One Fingerprint clearance or ability to obtain fingerprint clearance; must maintain clearance.

Offering AMAZING benefits: Medical, Dental, Vision, Basic Life, Short-Term Disability, Vacation, Sick Time, 13 Paid Holidays, Flexible Spending Account (FSA), 403(b) match, EAP and Pension Plan

We Value Diversity!

EEO

OUR GUIDING PRINCIPLES

RESPECT

INTEGRITY

ACCOUNTABILITY

COMMITMENT

QUALITY