Operations Administrative Associate (Temporary, Part Time)

About the role

The Temporary Operations Administration Associate, reporting to the Director of Operations, will provide day-to-operational, administrative, and project coordination support to PAL's Operations Department. This position plays an important role in helping maintain PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites. This is a six (6) month temporary, non-exempt position created to support PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites. The successful candidate will be highly organized, customer service-oriented, and comfortable managing multiple priorities in a fast-paced nonprofit environment. The Temporary Operations Coordinator will collaborate with internal departments, vendors, contractors, and PAL site leadership to support facilities management, procurement, compliance activities, and operational projects while helping ensure PAL's facilities remain safe, functional, and well maintained.

Responsibilities

• Collaborate with the finance team to ensure vendor payment is made promptly
• Order facilities, IT and other administrative supply ordering as well as and coordinate payment with Finance
• Manage critical organizational and site service contracts (e.g. utilities, internet, insurance)
• Maintain relationships with vendors
• Manage service request tickets submitted by sites and ensure status is up-to-date in systems
• Communicate and coordinate logistics and scheduling with vendors and program staff to get issues resolved
• Oversee vendor maintenance, repair and improvement projects end-to-end
• Triage, address and escalate high priority facility issues
• Liaise with vendors to communicate needs and obtain work scopes and quotes
• Analyze and assess competitive bids and make recommendations to operations leadership
• Be responsible for operations projects, coordinate with administrative and program staff
• Obtain and maintain facility regulatory and compliance documentation
• Support leadership and collaborate across departments to implement new organization-wide operational systems and processes
• Provide support and resolve issues during facility emergencies, be the main point of content, triaging the issue and escalating to leadership, keeping site staff updated
• Support development of policies and procedures and ensures policies are adhered to
• Establish and maintain summary project tracking reports
• Provide project management and implement best practice operational standards
• Assist in completing current and future state assessments, root cause analyses, and present recommendations in a solution-oriented manner that supports decision making

Qualifications

• Bachelor Degree in business administration, business management, or a related field
• A minimum of three years of experience in administrative or operational coordination, operations management, or budget management with a preference of experience within social service organizations
• Self-starter with strong organizational skills and attention to detail
• Highly professional and team-oriented with a passion for excellence and eagerness to help the department meet our goals
• Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision
• Have a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reports
• Ability to travel across NYC locations, Driver's license preferred
• Experience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus

Physical Requirements

• Ability to lift, transport, and install computer equipment weighing up to 40 pounds
• Ability to travel between PAL facilities throughout New York City
• Ability to work in offices, telecommunications closets, equipment rooms, and facilities undergoing renovation or construction
• Ability to bend, reach, climb stairs, and work beneath desks or around technology equipment when necessary
• Ability to remain stationary or work at a computer for extended periods while providing technical support

Pay

$27.00 per hour, commensurate with qualifications and experience.

Schedule

Up to 28 hours per week. This is a six (6) month temporary, non-exempt position.

Location

PAL Headquarters, 34½ East 12th Street, New York, NY 10003, with travel to PAL locations throughout New York City as needed.