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 designated shifts, oversees daily operations, monitors employees, and ensures that outstanding customer service is being provided. Monitors and secures six buildings and landscaped areas; including conducting visual inspections of facilities. Responds to emergencies and calls for assistance throughout the campus during shift including health and safety issues, fire alarms, electrical problems, light bulb replacement, plumbing issues, elevator malfunctions, security alarms, janitorial issues, and electronic lock support. Reports or escalates 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 with communicating with internal and external stakeholders. Projects include but are not limited to 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.

The position may perform other related duties and tasks not listed as assigned.

QUALIFICATIONS AND SKILLS NEEDED FOR THE ROLE

To be considered for this role, you will need to have the following qualifications and skills:

Education - High school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired.

Experience - Two (2) years full-time experience successfully collaborating with a diverse adult population including various ages, ethnic and professional backgrounds, and personalities to meet all position objectives or a combination of post high school education and directly related experience which totals two years. Experience using computerized systems.

Demonstrated Ability - To acquire and maintain knowledge of various policies and procedures; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; excellent verbal and written communication, ability to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under pressure of deadlines; to maintain accurate files and records; to appropriately handle confidential material; to make arithmetic computations and record figures accurately; to apply good judgment; and accept responsibility.

Physical Requirements - Ability to climb stairs, use a ladder, carry supplies and equipment weighing up to 20 pounds, walk between campus buildings spread across 10-acre campus, access and operate electrical switches and water valves, and perform other physical, activities related to accomplishing the duties of the position.

Driving - Valid driver’s license and clean traffic abstract.

Knowledge - Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; and office machines and equipment.

Technology - Employee must have technology experience and working knowledge or ability to learn the programs used within the unit (Microsoft 365 – Outlook, Teams, Word, Excel, Calendar, Etc., Adobe Sign, Space IQ, Maestro Property Management System, Kaba Atlas key system, SendSuite mail tracking system, Impak work orders, and Rave notification system).

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

When you join our team as a Facilities Assistant, you will have the opportunity to work for a company that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

• Competitive Salary and Benefits

The annual salary for this position starts at $57,231.55 with an attractive benefits package that includes health insurance, retirement savings with a generous company match, paid holidays, as well as paid vacation and sick leave.

• Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. As you settle into your role, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

• Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY

If you're interested in applying for this position, submit an electronic application below at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills, and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References 

Ensure that your references can attest to your skills, worth ethic and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.