Senior Assistant, Facilities

Job Post Information* : Posted Date 2 weeks ago(9/5/2023 2:28 PM)
Job Locations
US-NY-New York
Regular, Part-Time
Job Category
Facilities/Property Maintenance
New York


The National Audubon Society is a nonprofit conservation organization that protects birds and the places they need today and tomorrow. We work throughout the Americas towards a future where birds thrive because Audubon is a powerful, diverse, and ever-growing force for conservation. Audubon has more than 700 staff working across the hemisphere and more than 1.5 million active supporters.

North America has lost three billion birds since 1970, and more than 500 bird species are at risk of extinction across Latin America and the Caribbean. Birds act as early warning systems about the health of our environment, and they tell us that birds – and our planet – are in crisis. Together as one Audubon, we are working to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss. We do this by implementing on-the-ground conservation, partnering with local communities, influencing public and corporate policy, and building community.

Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon brings new creativity, effectiveness, and leadership to our work throughout the hemisphere.

Position Summary

The Senior Assistant, Facilities provides basic daily facilities support for the New York Headquarters office and to employees and visitors on a variety of issues. Identifies, researches, and resolves problems. Responds to telephone calls, email and requests for facilities support. Documents, tracks and monitors problems to ensure timely resolution. Relies on instructions and pre-established guidelines to perform the functions of the job. Escalates complex issues as appropriate. Reports to the VP, Operations. This is a part-time role, up to 20 hours per week.



$23.00-$26.00 / hour

Essential Functions

  • Field incoming facilities requests from end users via both telephone and e-mail in a courteous manner.
  • Prioritize and schedule work on issues. Escalate problems as necessary.
  • Perform post-resolution follow-ups to facilities requests.
  • Perform oversight of the maintenance and building operations.
  • Gather information and participate in the evaluation of vendors and awarding of service contracts. Oversee outside vendors who have been awarded service contracts.
  • Coordinate inspections to ensure compliance with codes and safety regulations.
  • Process invoices.
  • Order lightbulbs, batteries, and other facilities-related supplies as needed.


On a daily basis:

  • Monitor facilities Jira project
  • Check HVAC is in working order
  • Check all lights in the office are working and change if necessary
  • Check batteries in the restrooms
  • Check all conference rooms to make sure that everything is connected
  • Check all printers in the office are working properly
  • Make sure the hallway by the freight elevator is clear
  • Sort and stamp mail
  • Look for paper invoices in the mail and process them


On a monthly basis:

  • Oversee Monthly HVAC maintenance
  • Make sure the conference room sign outside of Arctic is charged
  • Make sure the postage machine is funded


As needed:

  • Schedule FedEx pickup
  • Setup for events at the NYHQ office
  • Work with building staff and management (Hines) on any issues
  • Coordinate new or replacement building access cards for staff
  • OIS invoicing for facilities related invoices
  • Coordinate vendor access
  • Back up coverage for receptionist
  • Other job-related duties as assigned

Qualifications and Experience

  • High School diploma, vocational school certificate or equivalent a plus. Equivalent combination of education and experience will also be considered.
  • Some previous facilities experience is helpful but not required.
  • Experience working with building service related issues and vendors.
  • Excellent written and oral communication skills.
  • Excellent interpersonal skills, with a focus on rapport-building, listening, questioning, and customer service skills.
  • Experience documenting processes preferred.
  • Highly self-motivated and directed.
  • Keen attention to detail.
  • Ability to analyze and solve problems.
  • Ability to effectively prioritize and execute tasks in a high-pressure environment.
  • Some experience working in a team-oriented, collaborative environment preferred.
  • Ability to maintain a positive attitude and professional work ethic; be punctual, highly ethical, honest, and reliable.
  • Lift and transport moderately heavy objects up to 50 pounds such as furniture with or without accommodation

This position is represented by the Communications Workers of America (CWA).

EEO Statement

The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.

Accessibility Statement

The National Audubon Society endeavors to keep our careers site accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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