HQ Facilities Coordinator

POSITION SUMMARY

Under the general supervision of the Director or designee, the HQ Facilities Coordinator will be responsible for performing a variety of tasks related to the CHA headquarters and fleet operations. Duties include the transport of staff and Board of Commissioners/assembling of furniture/equipment, meeting and event set-ups, offsite warehousing, assisting with the copiers, supplying copier rooms, reviewing & maintaining appropriate inventory supply levels and providing audio support.

DUTIES AND RESPONSIBILITIES

FLEET OPERATIONS AND DRIVER

Coordinates fleet maintenance schedule, emissions tests, repairs, tires, and oil changes.

Coordinates fleet process, maintains records of utilization, tracks fleets in GEOTab

Monitor schedules for ordinary/preventive vehicle maintenance

Reconciles monthly fuel/car wash bills sent from the City of Chicago (City's).

Maintains a variety of records and prepares reports (fuel consumption, mileage, repair costs).

Drives executive level staff and Board of Commissioners, as requested

Delivers materials to Board of Commissioners and others as requested

Checks the City's web site monthly for outstanding tickets for fleet vehicles.

Serves as a driver for corporate tours and shuttle assignments.

Assists departments with deliveries to various events (e.g., Senior Gala, Take Flight, etc.).

Conducts site visits for all accidents involving fleet vehicles.

HQ OPERATIONS

Hang pictures, bulletin boards, etc.., (if allowable) as directed.

Services pantry ice makers and refrigerators through placing work order tickets.

Facilitates employee office relocations.

Assists with the coordination of department service requests.

Assists with identifying safety concerns within work-space.

Identifies maintenance needs and prepare necessary work orders.

Ensures copy rooms, wellness rooms and lunch/pantry rooms are stocked with necessary supplies for all CHA floors.

Provide effective room arrangement services for residents, employee meetings, and special events by arranging and rearranging tables, chairs, audio/visual, public address systems, flip charts, etc. at the HQ facility.

AUDIO

Assists with the set-up and breakdown of the audio system at required meetings

Supports CEO, Board of Commissioners, CAC and SHAC with audio requests as assigned.

MAILROOM AND REPROGRAPHIC SERVICES

Receive, sort and collect incoming and outgoing mail/packages from couriers and the building dock area, and deliver to appropriate personnel.

Provide customer service in mailroom and mail service settings.

Process mail through postage machine; Operate printing machinery equipment.

Maintain USPS approved postal equipment: Station Folder/Inserter, mailing machine/ Automatic Weighing on the fly, Rate Shopping Shipping System, Inbound Shipping System, Print Machine Software and operate inbound/outbound tracking scanner.

Monitor operation of mail/merge and document sorting machine.

Inspect mail preparation or handling machine output for defects.

Complete various USPS forms for mailings (Postage Statement).

Ensure appropriate mail strategy with U.S. Post Office to deliver overnight, express, and certified mail.

Maintain the required logs to track deliveries, packages, special mailings, and billing.

Operate tracking devices and manage shipment equipment and logistics with external vendors.

Manage incoming flats, chunks, packages, and private vendor parcels.

Manage print related services with the designated mail house on mail orders and inserts, and coordinate request with City of Chicago.

Operate various Multi-Functional Devices (MFD’s) and Commercial -Style Off-Set Printers.

Must be capable of removing and installing ink cartridges.

Create “PROOFS” for customers and process “Print Orders” received via e-mail.

Establish lines of communication with printing vendors and coordinate delivery/pick up of print materials.

QUALIFICATIONS

This position requires a High School Diploma, plus a minimum of two years of work related experience. Must possess effective verbal, written and interpersonal communication skills to deal effectively with customers. Must be able to stand, walk, bend over, and sit for prolonged periods; lift, hold, and carry objects up to 75 pounds. Technological proficiency in Microsoft products is required (excel, Teams, Outlook). The successful candidate will be well organized, a self-starter and able to set sound priorities. Must have a valid driver's license in good standing and the ability to operate a car, van, and small to medium/large truck.

BENEFITS AT-A-GLANCE

Vacation, Sick and Personal, competitive PTO package

Medical (HMO, PPO, and No employee cost High-Deductible PPO) Dental, Vision, and Life Insurance

Short-Term and Long-Term Disability Insurance

Long-Term Care Insurance

Pet Insurance

Parking Transit

Prepaid Legal Services

Brightstar 529 College Savings Plan

Identity Theft Protection

Hospital Indemnity Insurance

Voluntary Critical Illness Insurance

Deferred Compensation Plan: Empower 457/401(a) with a 3% employer match

Pension Plan: CHA makes contributions on behalf of the employee, along with the employee's 3% contribution; 100% vesting occurs after 6 years of continuous employment or opt-out of CHA's Retirement Plan and continues to participate in the Municipal Employees Annuity and Benefit Fund of Chicago

Hybrid work schedule (position specific) This position may be eligible for remote work following a successful completion of a 90-day probationary period according to CHA’s established policies and procedures.

"Applications will be accepted for 30 days from the date of posting. However, the position may be closed at any point if a sufficient number of qualified applications are received.”

Salary (hourly): $30.82

Grade: 62U

FLSA: Non-Exempt

Union: Yes