Facility/Operations Assistant - #306780

Position Title: Facility/Operations Assistant
Organization: IPAMA
Reports To: Operations Director

Position Summary

The Facility/Operations Assistant is responsible for maintaining and overseeing IPAMA's facilities, grounds, equipment, and event operations to ensure a safe, clean, functional, and welcoming environment. This individual must be dependable, self-motivated, detail-oriented, and committed to excellence in facility management and event support.

The Facility/Operations Assistant plays a key role in the preparation, execution, and restoration of events held at both IPAMA East and IPAMA West work, and artifacts are properly maintained and secured. The successful candidate will work collaboratively with staff, vendors, and community partners to uphold the high standards and distinguished reputation of IPAMA.

Work Schedule

• Must be available to work flexible hours, including some evenings, some weekends, and special events as required.
• Schedule may vary based on organizational and event needs.

Compensation and Benefits

• Competitive Salary
• Medical, Dental, Short-Term Disability (STD), and Long-Term Disability (LTD) Benefits
• Flexible Scheduling Opportunities
• Professional Growth and Advancement Opportunities
• 401(k) Retirement Plan after one year of eligible service
• Paid Vacation after one year of eligible service and fulfillment of program requirements

Physical Requirements

• Ability to stand, walk, bend, lift, and carry materials and equipment for extended periods.
• Ability to lift up to 50 pounds safely.
• Ability to work both indoors and outdoors in varying weather conditions.
• Ability to move tables, chairs, equipment, and supplies as needed for events and facility operations.

Equal Employment Opportunity

IPAMA is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, or any other protected status under applicable law.

Essential Qualifications

• High School Diploma or GED required; some college coursework preferred.
• Two (2) to four (4) years of facility maintenance, operations, or related experience.
• Strong verbal and written communication skills.
• Exceptional interpersonal and customer service skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong organizational and problem-solving abilities.
• Ability to coordinate effectively with vendors, contractors, and suppliers.
• Detail-oriented with a commitment to quality and excellence.
• Ability to work independently and as part of a team.
• Highly responsible, dependable, and trustworthy.
• Ability to work under pressure and meet deadlines.
• Good physical coordination and ability to perform routine maintenance tasks.

Essential Duties and Responsibilities

Facility Operations

• Maintain the cleanliness, appearance, and overall condition of all IPAMA facilities and grounds.
• Ensure buildings are opened and prepared for scheduled activities and events.
• Secure facilities at the conclusion of events and activities.
• Monitor and maintain exterior grounds, ensuring properties remain free of litter and debris.
• Conduct routine facility inspections to identify maintenance, repair, or renovation needs.
• Respond promptly to maintenance requests and urgent facility concerns.
• Perform minor repairs and coordinate larger repairs with appropriate contractors or vendors.
• Maintain accurate maintenance records, work logs, and facility reports.

Event Support

• Coordinate and execute event setup and breakdown for programs, meetings, exhibitions, and special events.
• Arrange tables, chairs, equipment, displays, and other event materials as needed.
• Ensure all equipment is properly stored and secured following events.
• Assist in creating a welcoming and professional environment for guests, staff, and visitors.
• Support special projects and events to ensure they reflect the excellence and distinction of IPAMA.

Maintenance and Safety

• Arrange and coordinate regular maintenance of building systems, including heating, cooling, alarms, security cameras, and other facility equipment.
• Ensure compliance with all health, safety, and building regulations.
• Identify and remove hazardous materials or unsafe conditions from areas accessible to staff and visitors.
• Monitor waste disposal and recycling procedures to ensure compliance and cleanliness.
• Design and oversee cleaning and disinfecting schedules.
• Restock office, janitorial, and restroom supplies as needed.

Asset Protection

• Ensure the protection and preservation of all displays, artwork, artifacts, and facility assets.
• Monitor facility usage and report any damage, safety concerns, or unauthorized activity.
• Assist with inventory management of facility equipment and supplies.

Administrative Responsibilities

• Coordinate office and parking space assignments as directed.
• Track regular and special facility-related expenses.
• Maintain records related to maintenance activities, vendor services, and facility operations.
• Assist with vendor coordination and service scheduling.