United Food and Commercial Workers

Building Operations Specialist
Building Operations Department

Based in Washington DC,
near Metro (on-site)
ufcw.org

 

Organization:
United Food and Commercial Workers International Union (UFCW) is North America’s neighborhood union; standing together to improve the lives and livelihoods of workers, families and communities. Our members work primarily in the retail food, meatpacking, poultry, food processing and manufacturing and retail store industries.

Location:
Washington DC, near Metro (on-site)

Position Description: 
The Building Operations Specialist assists the Director and Chief Engineer by providing support and administrative detail with an emphasis in facilities maintenance and building operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

• Assumes administrative and business detail for Director including but not limited to, typing, preparing and submitting expense vouchers, creating and maintaining files, faxing, answering telephones, composing correspondence, scheduling appointments and updating calendars. 
• Assists the Director with tenant relations, building related emergency preparedness, security and maintenance issues and the administrative details of budget preparation. 
• Serves as the primary contact for UFCW office-related requests and tenant requests and communicates building maintenance issues reported by staff or tenants to the Engineers in a timely manner. This position relays and tracks requests but does not oversee contracts or interpret lease obligations, which remain the responsibility of the Building Director. Contact may be via telephone, fax, and e-mails. Coordinates with Engineers to fulfill work requests for UFCW Building.
• Drafts memos and recommendations for building related matters and expenses and monitors the approval process from inception to project execution, including research and vendor updates. 
• Maintains and monitors the building certificates, inspections, licenses, elevator certificates, engineering licenses, and parking license. Coordinates and tracks preventive maintenance schedules for building systems and equipment in a timely manner to comply with DC building codes and regulations. Ensures required inspections and servicing are completed on time and provides the Building Director and Engineers with service reports so they can identify deficiencies to address. For budgeting purposes, maintains the schedule report of repairs and service agreements related to the UFCW Building equipment. 
• Processes invoices relating to building services, supplies and repairs and communicates with vendors when appropriate. Maintains up-to-date tenant name, contact person and telephone listing. Also maintains files related to Building Operations check requests.
• Coordinates the logistics and materials for Building Operations Office and meetings.
• Utilizes the Datawatch security access control system to manage daily building access needs. Responsibilities include adding, updating, and deactivating access cards for staff and tenants, and ensuring visitor names are entered into the Datawatch Visitor database in a timely manner for security purposes. Ensures access codes and permissions are accurate relative to specific areas of the building. Takes ID photos of employees and tenants.
• Performs administrative duties related to the assignment of permanent and temporary parking spaces for tenants in the UFCW Building garage. 
• Forwards related complaints, discrepancies and policy violations to the Director, when necessary. 
• Creates and maintains related complaint logs and subject files.    
• Assists with maintaining and implementing the Emergency Preparedness Plan, including, but not limited to, drills and CPR certifications for UFCW employees and building tenants.    
• Notifies tenants of building holiday closings for security and cleaning purposes. Notifies the building security vendor of holiday closings to ensure security of the UFCW Building.
• Coordinates with front desk security on UFCW Building procedures and security updates.    
• Arranges for building holiday decorations.
• Updates the job and building operations procedure manuals.
• Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.    
• Must develop and maintain courteous and effective working relationships with employees at all levels of the organization, tenants and representatives of external organizations.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience

• Two years of working experience performing administrative duties is required. Must be able to interact with a diversified user community and must be able to handle difficult situations in a timely and professional manner. Working knowledge of the UFCW’s structure, policies and procedures is a plus. Bookkeeping experience is a plus.
• Protects the International operations by maintaining the confidentiality of any information that may be of a sensitive and or confidential nature.

Computer/Software Skills
Ability to use MS Word and Excel to create and properly finalize documents related to duties and responsibilities are required.

Communication Skills
Must have good interpersonal, oral and written communication skills including the ability to professionally compose recommendations, letters and other relevant written materials. Ability to communicate with vendors in describing technical problems, and document various solutions proficiently. Ability to present information and respond to questions from individuals

Other Knowledge/Skills/Abilities Required

• Ability to work with or without direct supervision.     
• Ability to respond, prioritize, and execute numerous tasks at once while having excellent organizational skills
• Demonstrated ability to perform administrative duties of a highly responsible and confidential nature.    
• Must have demonstrated ability to work independently or as part of a team.    
• Must be detail-oriented with good analytical skills.     
• Must have the ability to add subtract, multiply and divide.

Job Demands
The work atmosphere may be fast paced at times. Most deadlines are predictable.

Working Conditions
The work is performed in a normal office environment. The noise level in the work environment is usually moderate. Work is performed under stressful situations, with multiple projects occurring simultaneously under deadline.

Physical Demands
This position involves, but is not limited to, written and oral communications skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending and reaching.

Reasonable accommodations will be provided pursuant to the state and federal laws.    

COMPENSATION
Salary Range: $59,585 – $74,632.

The UFCW provides a very generous benefits package, including:

• Comprehensive health insurance coverage.
• Life insurance provided with ability to purchase supplemental life insurance at favorable rates.
• Retirement Savings Account.
• 401(k) plan with employer matching.
• Pension plan.
• Dependent care reimbursement account program.
• Health care reimbursement account program.
• Transportation program benefits.
• Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.
• Prepaid Legal Plan (for DC/MD/VA only).

Duration: 
This is a full-time position; posting closes when position is filled.     

Vaccination Requirement: The UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any request or questions may be submitted to hrcovid@ufcw.org.

To Apply:
Submit cover letter, résumé to: humanresources@ufcw.org

We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer.
Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.