Facilities Assistant

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options.

The Center's Honolulu campus, adjacent to the University of Hawai'i at Mānoa, includes conference facilities, residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking a Facilities Assistant to support Campus Operations. This position assists with the administration of facilities repairs, maintenance, construction, security, project management, housekeeping and related physical infrastructure support programs for the buildings and grounds of the East-West Center's 21-acre campus. Campus facilities include 3 residence halls, administration building, conference center, student activities center, gardens, and fishpond. Included are buildings listed in the Hawai'i Register of Historic Places.

RESPONSIBILITIES OF THE FACILITIES ASSISTANT:

• Communicates with staff, tenants, residents, vendors, contractors and guests by email, phone, in-person, and digital notification system regarding issues including resident conduct, maintenance, project management, supplies sourcing, cleaning, security, emergencies, etc.
• Handles office mail using discretion to follow-up, digitally scan, route and/or file as appropriate.
• Reviews and processes fiscal documents including payments, contracts, purchase orders and other forms. Ensures goods and services are received and works directly with vendors and contractors to clarify issues.
• Coordinates processing, distribution, and collection of parking and metal and electronic key requests for staff, conferences/workshops, and contractors.
• Coordinates employee, contractor, and vendor onboarding process. Collaborates with EWC programs and external stakeholders on needs and independently follows through to completion of all tasks. Provides access to buildings and rooms as necessary.
• Maintains EWC vehicle requests calendar and approves requests for use. Ensures drivers are authorized and have appropriate documentation. Schedules vehicle maintenance.
• Reviews EWC facilities use requests and maintains digital reservations system. Independently follows up as necessary and coordinates set-up and take-down of rooms.
• Submits, schedules, and assigns work orders using a computerized work order system and regularly monitors work order system to ensure efficient completion of all work.
• Performs inspections of all EWC buildings and grounds. Identifies maintenance, housekeeping and safety concerns and processes work orders, contacts contractors/vendors or follows up as necessary.
• Maintains inventory of maintenance, housekeeping, safety and office supplies. Schedules delivery or picks up as appropriate. This requires research of the item needed and appropriate vendor.
• Coordinates landscape maintenance program. Schedules and monitors services including landscape maintenance, irrigation maintenance, large tree trimming, coconut palm trimming, and arborist inspections. Writes and solicits Requests for Proposals (RFPʻs). Regularly inspects campus to identify safety hazards including broken tree branches, landscape trip hazards, and pests impacting tree health. Prioritizes and coordinates correction of all hazards.
• Assists with management of contract services including but not limited to housekeeping, maintenance, HVAC, landscaping, waste management, pest control, linen, security, etc.
• Coordinates events held outside of regular business hours. Provides general facilities, hospitality, security, and parking support.
• During…