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Administrative Services Coordinator
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Overview:
For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we’re here to create real change – helping people lead meaningful, fulfilling lives.
Now, we’re looking for passionate team members to join us. Here, your work will change lives – including your own. You’ll make an impact every day, find purpose in what you do, and grow in a career that truly matters.
At Elwyn, we take care of you while you care for others. We offer:
Join us and be a part of something bigger. Apply today.
Responsibilities:
Join a Team That Changes Lives
For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we’re here to create real change – helping people lead meaningful, fulfilling lives.
Now, we’re looking for passionate team members to join us. Here, your work will change lives – including your own. You’ll make an impact every day, find purpose in what you do, and grow in a career that truly matters.
At Elwyn, we take care of you while you care for others. We offer:
- Generous Paid Time Off
- Comprehensive Medical/Dental/Vision Benefit Packages
- Earned Wage Access/On-Demand Pay
- Paid On-the-Job Training
- Tuition Reimbursement
- Career Advancement Opportunities and Growth
- Flexible Schedules
- Retirement Savings Plan
Join us and be a part of something bigger. Apply today.
Elwyn seeks a Service Coordinator to provide both administrative and technical systems support to the Facility Maintenance Office, the Executive Director of Maintenance, Director of Maintenance, Director of Grounds, , Director of CRS, as needed. Responsibilities include but not limited to providing clerical support, performing general administrative functions, coordinating office activities and operations to secure efficiency and compliance to company policies, daily oversight and monitoring of Angus and work order management including timely assignments and reporting, and training and onboarding when necessary.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide a welcoming environment including but not limited to answering all calls professionally and timely, greeting each visitor and staff member with openness
- Receive and direct all incoming calls in a patient, professional and courteous manner
- Answer questions efficiently and direct or transfer to appropriate person as needed
- Actively engage with internal and external customers to best understand their needs and requests
- Coordinate scheduling for Executive Director and other department Directors.
- Open and sort all mail coming into the Facility Maintenance Office
- Code vendor invoices and verify work has been completed
- Verifies vendor times
- File documents both paper and electronic using established office practices and maintain filing system
- Use Angus work order system to record, process and prioritize maintenance requests rescheduling workers as needed to cover requests
- Ensures data integrity within Angus, maintaining accurate assets, equipment, and maintenance records
- Coordinate with maintenance supervisors to monitor and optimize task assignments and timely completion of work orders
- Schedule and coordinate Pest Control Services
- Perform timekeeping activities for facility maintenance staff
- Maintain and update fire alarm, generator, emergency light and sprinkler log reports
- Maintain updated email distribution lists to ensure delivery of email communications to appropriate parties
- Assist assigned staff with completion and submission of expense reimbursement forms including petty cash
- Perform financial tasks to include invoicing, purchase requisitions, and assist in budget tracking
- Maintain copies of vendor contracts and licenses in support of renewals and/or terminations and appliance warranties
- Requisitions supplies and equipment necessary to complete preventative, corrective and reactive service as required
- Work with Executive Director of Maintenance and Operations and all Facilities Directors on various CMMS related projects
- Enforces all Elwyn safety and risk management policies and procedures; reports all accidents and injuries in a timely manner and identifies and corrects unsafe work conditions with management oversight.
- Create/update records and databases including but not limited to personnel, financial and other data as required
- Order and maintain office supplies for the department
- Maintain office equipment
- Prepare documents and submit timely reports as assigned
- Perform other duties as assigned
QUALIFICATIONS & SKILLS
- High School graduate or equivalent
- Two to five years’ experience in a clerical setting; experience in a facilities maintenance office setting preferred
- Demonstrated ability to work effectively as part of a team
- Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
- Demonstrated strong attention to detail
- Demonstrated strong time management and organizational skills
- Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
- Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
- Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
- Demonstrated intermediate experience with Microsoft Office applications specifically Outlook, Word and Excel and in web-based computer applications
Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.
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