Facilities Associate

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.

The NAACP Legal Defense and Educational Fund, Inc. (LDF) seeks an experienced Facilities Associate. This position will report to the Director of Facilities and the Chief Operating Officer.

Responsibilities:

Facilities

• Responsible for HVAC including monitoring of system, responding to alarms, making service calls, setting up monthly, quarterly, and seasonal maintenance checkups;
• Responsible for coordination of all aspects of building shutdowns;
• Responsible for working with building personnel to arrange for repairs and work orders;
• Reception duties to include answering, screening and forwarding of incoming calls to the appropriate person and ensuring phone calls are redirected accordingly;.
• Process all incoming invoices in Accounts Payable system by checking the AP InBox daily;
• Responsible for all conference room setup, supplies, cleanup, and general appearance;
• Assist IT Manager and HR with new employee setup, troubleshooting and other projects, when needed;.
• Coordination with staff for lobby guest lists for large meetings/conferences;
• Responsible for scheduling of exterminator and office maintenance;
• Responsible for fire and safety compliance.
• Leading staff safety and security training and orientations;.
• Responsible for office moves and new hire setup;
• Assist with general office upkeep and appearance;
• Troubleshoot equipment issues such as copiers;
• Arrange for repairs – g. electricians, locksmiths, copy technician;
• General office upkeep, touch up paint, order equipment replacement parts;
• Meet with vendors as needed;
• This position is considered essential, which means coming into the office 5 days a week; and
• Other duties as needed.

Mailroom/Copy Center

• Responsible for creating supply and UPS accounts for new employees and orienting them;
• Responsible for mailroom (shipping and receiving);
• Responsible for messengers/deliveries using LDF control procedures;
• Signing for packages/messenger/deliveries;
• Sorting/Distribution of mail/preparing and mailing of mass mailings. Arrange for messenger service for pick up and deliveries;
• Post office runs for certified mail, and special deliveries;
• Responsible for the postage meter; the filling and ordering supplies;
• Responsible for the ordering of office, pantry, paper, and janitorial;
• Maintain office inventory of all supplies; research pricing;
• Responsible for photo copiers, copying, scanning, making booklets, and document management using quality control;
• Responsible for calling for service for equipment repairs.

Qualifications:

The ideal candidate will possess the following:

• 5 years or more mail or copy room experience;
• Excellent communications skills;
• Excellent organizational skills;
• Ability to lift 80 lbs.;
• Excellent interpersonal skills;
• Ability to multitask, establish priorities, and meet deadlines.

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, including a booster shot against COVID-19 as a condition of employment. Accordingly, successful candidates must be fully vaccinated, including the booster shot against COVID-19, 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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