Facilities Assistant

About the Position

Our team is seeking a Facilities Assistant to support Campus Operations on the East-West Center’s 21‑acre campus in Honolulu. The 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.

• 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 and emergencies.
• 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, metal and electronic key requests for staff, conferences/workshops and contractors.
• Coordinates employee, contractor and vendor onboarding; 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, approves requests for use, ensures drivers are authorized and have appropriate documentation, and schedules vehicle maintenance.
• Reviews EWC facilities use requests and maintains digital reservations system; 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 the 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 pick‑up as appropriate and researches items and appropriate vendors.
• Coordinates landscape maintenance program including landscape maintenance, irrigation maintenance, large tree trimming, coconut palm trimming and arborist inspections; writes and solicits Requests for Proposals; inspects campus to identify safety hazards and coordinates correction of hazards.
• Assists with management of contract services such as housekeeping, maintenance, HVAC, landscaping, waste management, pest control, linen and security.
• Coordinates events held outside of regular business hours; provides general facilities, hospitality, security and parking support.
• During designated shifts, oversees daily operations, monitors employees, and ensures that outstanding customer service is being provided; monitors and secures six buildings and landscaped areas; conducts visual inspections; responds to emergencies and calls for assistance throughout the campus, reporting or escalating issues to management as needed.
• Provides excellent customer service and maintains a positive work environment; communicates and enforces company policies and procedures while addressing issues and complaints as needed.
• The individual may be required to assist with emergencies outside of normal schedule.
• Assists with project management which requires special emphasis on communicating with internal and external stakeholders; projects include building maintenance and upgrades, landscape maintenance and upgrades, space management, event management and workflow management.
• Provides backup for Mail Services department; picks up, sorts and delivers mail.
• May perform other related duties and tasks as assigned.

• High school diploma or equivalent training; post‑high‑school education combined with experience totaling at least two years.
• Two years full‑time experience collaborating with a diverse adult population and using computerized systems.
• Ability to acquire and maintain knowledge of policies and procedures; initiative and cooperative follow‑through on…