"Building Administrator, Facilities"

Job Description Summary

The Building Administrator is responsible for all facets of facilities management at GSE. The position's primary responsibilities includes, but is not limited to, facilities management (e.g., facility maintenance and repair); housekeeping oversight, security oversight (including providing swipe access to individuals), pest control, special event assistance, furniture moves, furniture inventory management, mail room services (including package deliveries), space database/floor plan updates, onboarding/offboarding of personnel, office key management, signage management, office moves/relocation planning, facilities website updates, communications and special projects as assigned.

This position is on-call to address facility management issues and provide facility support outside of normal operating hours including weekends. This position provides onsite assistance at school-wide special events.

Key Responsibilities

Facilities Management

• Daily inspection of facilities to assure readiness of space (includes checking temperature, lighting, cleanliness). Use Fresh Service to intake facilities requests. Provide excellent communications and customer service to requestors. Respond to all requests within 24 hours. Includes:
• Represent GSE at FRES University-wide meetings of building administrators
• Attend monthly meetings with FRES area manager to review building expenses, discuss projects, resolve lingering maintenance issues. Monitor/review internal FRES charges (allocated cost - housekeeping, trades) and customer project work (CPW).
• Housekeeping oversight - Work with housekeeping management to assure proper cleaning of GSE space
• First point of contact with trades (e.g. carpenters, B mechanics, plumbers, electricians, masons, hvac, controls, steam shop, etc.) to resolve various maintenance issues. Submit tickets to resolve maintenance issues. Track tickets for resolution of issues. Resolve issues.
• Room set-up - Work with Student Records and housekeeping to ensure rooms are properly set-up each day for daily events. Open/close moveable walls as needed. Rearrange furniture as needed.
• Pest control - Work with pest control companies to resolve pest issues.
• DocuVault - Manage accounts. Request emptying of bins. Review and approve bills.
• eShip - Manage faculty/staff access to system. Reallocate postage charges to proper financial account
• Other miscellaneous maintenance as required (e.g. Quench machines, defibrillators, etc.)
• Purchase building and classroom supplies as needed by placing market basket orders in the BEN procurement system
• Office key management - Oversee the management of all keys maintaining a well-organized inventory of keys. Obtain keys as needed.
• Onboarding/offboarding of personnel - Arrange for move-ins/move-outs, signage, keys, swipe access
• Signage management - Create or procure office and directional signage as needed.
• Facilities website updates - Modify and update all content as needed.
• Space charges - Process charges to various groups for special housekeeping and set-up charges at 3440 Market St
• Space database - Maintain an up-to-date inventory of GSE space and occupants
• Hoteling space - Update Robin hoteling system with available hoteling space as needed

Security Oversight

• Work with Allied to ensure proper daily coverage. Review and approve quarterly bills.
• Swipe management - process requests for GSE access. Manage access tables. Provide students with after-hours access to upper floors of GSE for evening classes. Run queries to obtain student info for evening classes.
• Point person for DPS fire and safety issues. Member of the Penn Emergency Team for GSE space.

Project Management

• Work with Senior Director of Facility Management. to plan for renovations, hire and oversee vendors, trades, and contractors.
• Office moves/relocation mgmt./planning - work with the Senior Director to plan office relocations, fulfill furniture requests, hire movers to move furniture.
• Furniture inventory - maintain an up-to-date inventory with dimensions and pictures of furniture. Maintain organized storage areas at 3440 Market and 3700 Walnut.

Mailroom Services

Oversee floor mailboxes, daily mail runs to 3440 Market, delivery of mail to floor mailboxes, delivery of packages. Resolve delivery issues. Maintain mail directory database.

Special Event Assistance

Assist with GSE events including Ethnography Forum, graduation, open houses, etc. Requires some weekend work.

Perform additional duties as assigned.

Qualifications

• A Bachelor's degree and 2-3 years of relevant experience, or equivalent combination of education and experience.
• Ability to lift and move objects over 50 pounds
• Strong Microsoft 365 Suite knowledge (Outlook, Excel, Word, and PowerPoint) is preferred.
• Data querying and/or experience with Business Objects a plus.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$23.80 - $31.25 Hourly Rate