About the Company:

JWCH Institute, Inc. Wesley Health Centers is a private non-profit health agency that is working towards increasing access to high quality health care resulting in decreased health disparities among at-risk populations through the expansion of comprehensive and preventative health care programs and services. Our mission is to to improve the health status and well-being of under-served segments of the population of Los Angeles Area through the direct provision or coordination of health care, health education, services, and research. The mission is being accomplished through a variety of programs and activities, such as: medical outreach and referrals for medical care, HIV services and drug treatment; health education; psychosocial assessment and intervention; primary medical care; family planning services; and research.

Position Purpose:

The Facilities Assistant plays an important role in providing administrative and accounting support to the Facilities Management personnel. This position involves assisting facilities managers and staff in coordinating various administrative tasks essential for the smooth operation of facilities and maintenance services. Primary responsibilities include managing the procurement/invoice processes, budget tracking, creating and preparing reports related to facility operations. The Facilities Finance Assistant also assists with inventory management, departmental correspondence, scheduling meetings/appointments, maintaining records and databases, preparing presentations, and facilitating communication within the department and other internal departments. . This role requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Principal Responsibilities:

1. Manage the procurement and invoice processes, including vendor communication, purchase order generation, and invoice tracking.
2. Track departmental budgets and expenditures, ensuring accuracy and adherence to financial guidelines.
3. Create and prepare reports related to facility operations, including budget reports, expenditure summaries, and performance metrics.
4. Assist with inventory management, including maintaining inventory records, tracking stock levels, and coordinating replenishment orders.
5. Handle departmental correspondence, including email communication, phone calls, and written correspondence.
6. Accepts and routes incoming calls in a manner that reflects positively on the agency. 
7. Schedule meetings and appointments for facilities management personnel, coordinating with internal and external departments
8. Facilitate communication within the facilities department and with other internal departments, serving as a point of contact for inquiries and information dissemination.
9. Maintains the business calendar of supervisors, managers, and directors.
10. Sets up meeting invites for in-person meetings and via Zoom, Microsoft Teams, etc.
11. Maintains files both electronically and in hard copy.
12. Assists with data and report preparation for various programs.
13. Assists the department with filing needs, including copying and scanning documents.
14. Enters purchase order requests for approval for the Facilities Department and follows through
15. with orders after approval when needed.
16. Prepares correspondence, reports, and other documents as requested and/or required.
17. Delivers and picks up documents at other JWCH Institute, Inc. sites.
18. Meets third parties at sites to provide access and answer questions as needed.
19. Assists with the Facilities Department filing of credit card receipts and scans them.
20. Enters credit card transactions into Microix for the Facilities Department.
21. Enters assets into WASP and tags any assets that need it.
22. Assists with the drafting of letters or notices.
23. Turns utilities and services on or off as required.
24. Prepares and submits check requests for various entities.
25. Attends Facilities meetings and prepares minutes.
26. Performs other clerical and administrative tasks as assigned.

Requirements:

1. High school diploma or GED certificate; additional education or certification in office administration or related field is preferred.
2. Previous experience in an administrative role, preferably in a facilities management or related environment is preferred. 
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
4. Strong organizational skills 
5. Excellent communication skills, both verbal and written, with the ability to interact professionally with staff, management and vendors.
6. Attention to detail and accuracy in completing tasks.
7. Knowledge of basic office equipment and procedures, including filing systems, phone systems, and scheduling software.
8. Familiarity with basic accounting principles and experience with financial transactions such as purchase orders, check requests, and budget tracking is preferred.
9. Understanding of confidentiality and discretion in handling sensitive information and documents.
10. Physical ability to perform tasks such as lifting boxes, organizing supplies, and moving equipment as needed.
11. Possession of a valid California Driver’s License with clean driving record.
12. Ability to travel to multiple work sites.
13. Bi-lingual English/Spanish is preferred. 

*All JWCH, Wesley Health Centers workforce are recommended to be fully vaccinated and boosted against COVID-19. 

Employee Benefits:

JWCH Institute, Inc., offers competitive salaries for all positions. Employees working 30 hours per week or more are provided a monthly allowance which can be used towards medical, dental, and vision premiums. The agency offers sick leave, vacation time, 13 paid holidays, 401(k) Safe Harbor Profit Sharing plan, mileage reimbursement, short term and long term disability plans, life insurance policies, employee parking and more ! 

Wesley Health Centers JWCH Institute is an Equal Opportunity Employer