The NAACP Legal Defense & Educational Fund, Inc. (LDF) is the country’s first and foremost civil and human rights law organization. Founded in 1940 under the leadership of Thurgood Marshall, who subsequently became the first Black U.S. Supreme Court Justice, LDF was launched at a time when the nation’s aspirations for equality and due process of law were stifled by widespread state-sponsored racial inequality. From that era to the present, LDF’s mission has been transformative — to achieve racial justice, equality, and an inclusive society.

LDF’s litigation, public policy advocacy and public education programs in the substantive areas of criminal justice, economic justice, education, and political participation seek to ensure the fundamental and basic human rights of all people to quality education, economic opportunity, the right to vote and fully participate in democracy, and the right to a fair and just judicial system. LDF continues to make an impact in the area of public service and was recognized by Fast Company as one of its 2023 Brands That Matter under its public service category.

The Facilities and Officer Services Administrator manages all aspects of office maintenance, including but not limited to HVAC, secure entry, fire/safety, electrical, plumbing, cleaning services, office furniture, storage, supplies, pantry and hospitality service. Incumbents are responsible for all aspects of vendor management, from bidding process through contract execution, and provide ongoing monitoring of service agreements to ensure they continue to meet the needs of LDF.

Reports to: Senior Director of Operations

FLSA Status: Exempt

This position is considered essential. Essential employees are required to report to work 5 days per week and in the event of any emergency.

Responsibilities:

Responsibilities include but are not limited to:

Facilities Maintenance

  • Respond to facilities-related tickets from LDF staff
  • HVAC System including monitoring of system responding to alarms, making service calls, setting up monthly, quarterly and seasonal maintenance checkups 
  • Coordination of all aspects of building shutdowns
  • Working with building personnel to arrange for repairs and work orders 
  • Conference room setup, supplies, cleanup and general appearance 
  • Coordination with staff for lobby guest lists for large meetings/conferences 
  • Scheduling of exterminator and office maintenance; 
  • Fire and safety compliance. Manage and conduct staff emergency, safety and security trainings and orientations. 
  • Office moves and new hire setup 
  • Collect equipment and materials during employee offboarding
  • Manage and track building IDs and office security cards,
  • Ensuring office floor maps and seating assignments are current
  • Communicate to staff regarding office fire drills, building activities and any updates regarding any LDF building location
  • Troubleshooting all office equipment issues
  • Arranging for all repairs – e.g. electricians, locksmiths, copy technician, etc.
  • Purchase goods and services related to office maintenance when necessary
  • Submit and pay invoices in a timely manner
  • Track expenses against departments’ budgets
  • Maintain and update equipment and supply inventory
  • General office upkeep, touch up paint, order equipment replacement parts
  • Ensuring AED/CPR unit is in working order and schedule routine trainings

 Mailroom/Copy Center 

  • Conduct employee orientation for UPS and FedEx accounts – creating accounts and training on system.
  • Manage shipping and receiving for office.
  • Arranging for messengers/deliveries (using LDF control procedures)
  • Signing for packages/messenger/deliveries
  • Facilitate the delivery of confidential and sensitive mail to the Development Department, Finance, and Office of the President & Director Counsel
  • Scanning checks and sending batches via email to Development and Accounting
  • Sorting and distribution of mail/preparing and mass mailings
  • Post office runs for certified mail, special deliveries
  • Filling the postage meter and ordering supplies
  • Ordering and maintaining sufficient inventory of office, pantry, paper and janitorial supplies, including researching pricing
  • Photo copiers, copying, scanning, making booklets and document management using quality control
  • Calling for service for equipment repairs
  • Assist IT Department with new employee setup, troubleshooting and other projects, when needed
  • Assist with general office upkeep and appearance
  • Supporting budgeting preparation for facilities and administrative expenses
  • Communicate and meet with outside vendors as needed
  • Serve as backup to Receptionist as needed

Qualifications:

Qualifications include:

  • 2-4 years’ experience of Facilities experience
  • Attention to detail.
  • Excellent written and verbal communication skills
  • Excellent with technology
  • Higher level customer service skills

The salary range:  $75,000- $80,000.  Salary is commensurate with experience and qualifications.

LDF offers a rich platform of benefits including medical (Empire), dental (Cigna), vision (NVA), flexible spending accounts (Flex Facts), transit/commuter plan, life insurance, AD&D, voluntary life & AD&D (UNUM), AFLAC, Employee Assistance Plan, and Health Advocate.  As well as the many healthcare benefits, LDF offers a 403b plan with employer match, and a robust vacation, sick, and personal time program to ensure employees have a healthy work-life balance.

This is not an exhaustive list of all responsibilities, duties, skills, efforts or requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. This description does not constitute a contract of employment and LDF may exercise its employment-at-will rights at any time.

Please note that LDF requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Accordingly, successful candidates must be fully vaccinated and submit proof of vaccination prior to the commencement of employment unless they qualify for a reasonable accommodation for bona fide medical or religious reasons.

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The NAACP Legal Defense and Educational Fund, Inc. is proud to be an Equal Opportunity Employer. We are committed to providing equal employment opportunities to you without regard to race, creed, color, religion, national origin, sex, sexual orientation, pregnancy, marital status, age, veteran status, medical condition or disability, genetic information, gender identity, or any other protected status under federal, state, or local law.

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