Facilities Associate

Vendor Coordination, Scheduling & Oversight

Aid the Director of Facilities & Assistant Director of Facilities & Operational Compliance with scheduling service calls and recurring scheduled work across all agency locations. Coordinate and oversee recurring and one-time vendor services, including but not limited to Snow removal services, Lawn maintenance, Pest control, Dryer and hood cleaning, Trash removal, elevator inspections, HVAC preventative maintenance, appliance repairs, and purchases. Obtain detailed estimates and proposals from qualified vendors, ensuring clarity of scope. Address vendor-related issues promptly and professionally, resolving discrepancies and escalating concerns when necessary. Serve as a point of contact between the Facilities department, vendors, and program sites regarding maintenance schedules, site access, and job status. Monitor vendor performance and verify with program staff that services were performed in accordance with agency standards. Maintain and update the facilities work calendar, scheduling appointments, inspections, and service visits.

Invoice Processing & Financial Coordination

Receive and process vendor invoices for owned and leased properties, ensuring contracted work has been completed before approval, and ensure all supporting documentation is attached. Process invoices for supplies purchased and used by the Maintenance Department. Utilize WorxHub facilities management system to accurately match invoices to corresponding work orders. Collaborate with the Fiscal department to track and reconcile payments, maintaining accurate financial records. Obtain vendor statements and oversee the timely reconciliation and payment of outstanding invoices. Maintain organized digital and physical filing systems for invoices, contracts, service reports, and related documentation to support audits and reporting.

Automated Facilities Management

Utilize WorxHub to update work requests, track vendor tasks, and log vendor activities. Record detailed work order progress, including descriptions, photos, preventive maintenance tracking, and project updates. Monitor open work orders to ensure timely follow-up and that no items are overlooked.

Administrative Support

• Draft, send, and track emails, service requests, and follow-up communications.
• Absorb and digitize documentation.
• Support the Director of Facilities & Assistant Director of Facilities & Operational Compliance with daily administrative tasks and special projects.
• Prepare and distribute memos, status updates, and internal communications as requested.

Qualifications

• High school diploma or GED required; Bachelor’s degree preferred.
• 1–3 years of experience in facilities, property management, office administration, or a similar role preferred.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word).
• Experience in using automated facilities management systems, such as WorxHub, preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.

Benefits

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Gympass Discount.
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

About Heartshare

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated. To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter, LinkedIn, YouTube, Instagram, and Facebook.