Facilities & Logistics Assistant

Requisition #: 51920

Status: Full-time, Non-Exempt

Schedule: Monday - Friday, 8AM - 5PM

Onsite or Hybrid: Onsite

Bilingual (English/Spanish): N/A

POSITION SUMMARY:

Under the supervision of the Facilities Manager, the Facilities & Logistics Assistant provides administrative, operational, and hands-on support for the daily maintenance and operation of agency facilities. The position helps organize and track work orders, coordinate assignments and supplies, search/order approved parts, and work alongside the Facilities Maintenance Worker on basic maintenance tasks. The position requires familiarity with facilities terminology, tools, materials, and routine maintenance procedures. The position is structured to balance the independent workload of a logistics coordinator with hands-on maintenance support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Receive, document, track, and update maintenance work orders, service requests, assignments, and completion status.
• Monitor maintenance and janitorial supply levels on all sites.
• Maintain inventory and key-control records, records of repairs, maintenance history, parts, tools, equipment, purchases and outstanding issues.
• Prepare weekly task lists and schedules based on priorities established by the Facilities Manager; follow up on open assignments.
• Provide timely updates to the Facilities Manager and relevant staff regarding work progress, delays, supply needs, and unresolved issues.
• Work alongside the Facilities Maintenance Worker to complete basic maintenance and repair tasks, routine inspections, site upkeep, and facilities improvement projects.
• Assist with tasks such as changing light bulbs, basic painting, furniture and equipment assembly or relocation, installing bulletin boards or shelving, and other basic routine repairs within training.
• Search for parts, equipment, and supplies by checking specifications, measurements, model numbers, compatibility, availability, and cost; obtain quotes and prepare purchase requests.
• Order or purchase approved parts and supplies within delegated authority, and track orders, deliveries, returns, and outstanding items.
• Help maintain an orderly supply area and assist with setups and cleanup of maintenance work.
• Coordinate site access and schedules following the Facilities Manager's direction.
• Coordinate routine operational tasks with the facilities team and communicate changes or dependencies that affect shared work.
• Report hazardous findings, document safety concerns, equipment failures, delay repairs, and promptly escalate to the Facilities Manager.
• Recommend practical improvements to work-order tracking, parts sourcing, inventory controls, and daily workflow.
• Do not independently approve contracts, unapproved expenditures, or changes to departmental priorities. Purchase authority and task direction are limited to what the Facilities Manager delegates.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

High school diploma or GED certificate. Experience with facilities maintenance and 1 year of previous office experience. Excellent time management and organizational skills required. Do not perform work requiring a license, certification, or training the employee does not possess.

Knowledge of:

Standard safety practices using equipment and other requirements for workplace safety. Knowledge of operating standard office equipment and facilities terminology, tools, materials, and routine maintenance procedures. Knowledge of Microsoft Suites.

Ability to:

Communicate courteously and effectively with staff, volunteers and the public. Able to learn procedures quickly and meet deadlines. Be attentive to cleanliness details in facilities. Highly organized and consistently ensuring high standards in documentation and workflow structure. Ability to research pricing for items needed to address submitted work orders.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is a physically demanding position. Throughout a standard shift, you must be able to stand, walk, bend, reach, stoop, lift, and move materials weighing up to 50 pounds. This position requires driving up to 50% of the time. This position requires daily use of a personal computer to view and enter data, and occasionally will work on a ladder. Must be fully ambulatory; have 20/20 eyesight, or wear corrective lenses. Ability to work indoors and outdoors and in confined spaces.

SPECIAL REQUIREMENTS:

Must possess a valid California driver's license; proof of auto liability insurance; and have the use of a personal vehicle for work-related purposes. On occasion, may have to work on the weekend.

COVID vaccination and booster required or medical/religious exemption.

Equal Opportunity Employer