To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health. Join the AMA team in the DC office as a Facilities Coordinator II in Advocacy. As part of the team, you will provide oversight and maintain office facilities, furnishings, supplies, equipment leases, capital assets and reprographic equipment. Serve as first point of contact in manager’s absence. Supervise and operate activities in the mail room. Back-up IT systems manager as needed on a daily basis. Maintain records and expenses related to these activities.
Other Responsibilities will include:
Maintain oversight of DC office facilities; liaise with DC Management, facilities management personnel in Chicago, as well as property management and outside vendors to provide for the maintenance, repair, replacement and renovation of architecture, appliances, fixtures, furnishings, machines and other assets. Coordinate and track details of maintenance contractors for HVAC systems, lighting systems, AV systems, mail metering systems, TV cable providers, and cleaning services. Serve as liaison with the building management to ensure basic services such as HVAC, security, lighting, and custodial services are provided promptly and efficiently in accordance with lease agreement. Identify and recommend to manager improvement needs as necessary. Assist in engaging vendors to repair and maintain office property including carpet, paint, locks, lights, plumbing etc. Maintain current Certificates of Insurance for all vendors. Maintain the condition and appearance of Washington office facilities including individual offices, common areas, conference rooms, dining rooms, and works of art. Review and revise as needed office safety procedures; represent the office at building management safety meetings and fire drills. Serve as first point of contact in manager’s absence.
Equipment Management: perform and/or contract routine maintenance on office equipment and reprographic machines. Serve as primary liaison with Chicago IT in maintaining and troubleshooting AV equipment. Test and set up audiovisual and video conferencing equipment in conference rooms as needed for meeting and conference events. Provide periodic updates for use and care of AV and VTC systems. Change set-up of rooms as needed.
Back-up: serve as backup for monitoring and maintaining office security system, phone system, and computer hardware and software in System Manager’s absence. Also, serve as backup for the staff assistant as needed. Assist with these duties on daily basis as needed.
Mail Room Operations: oversee day to day operation of the mailroom including receiving and distributing incoming mail and packages as well as processing outgoing mail and packages. Monitor the postage meter accounts and keep a monthly accounting of shipping costs. Provide detailed tracking of costs and details of leases for mail metering facilities.
Oversight of Procurement and Requisitions: liaise with DC management, vendors, and AMA Strategic Sourcing personnel for the effective procurement and distribution of office supplies. Maintain detailed periodic tracking of expenses related to office supplies. Fill special requests as needed, ensuring company policies are followed.
High School or trade school education required; some college coursework preferred.
At least 5 years’ experience in building operations/facilities management.
Strong communication and negotiation skills.
Demonstrate strong interpersonal skills, flexibility, and adaptability.
Knowledge in Microsoft Office and related software applications, audio visual equipment and phone systems.
Good planning skills.
Attention to detail.
Able to maintain confidentiality of information.
Able to work extended hours and occasional weekends as needed.
Ability to balance, crawl, bend, stoop, walk, kneel, stand, sit, stretch, and climb. Ability to reach overhead and in front, lift and carry varying weights. Ability to push or pull a cart bearing up to 300 pounds.
The AMA offers competitive salaries, including an incentive plan and excellent benefits. Our office is a business casual environment and we respect work-life balance. Please apply to https://ama-assn.csod.com/ats/careersite/JobDetails.aspx?id=893&source=NPO. The American Medical Association is located near Union Station and the Capitol in Washington D.C.
We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, sexual orientation, gender identity and veteran or disability status.
THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION