Workplace Services Lead

Administration – San Jose, California
Department Administration
Employment Type Full Time
Minimum Experience Experienced

Position: Workplace Services Lead

Department: Facilities

Reports to: Director of Operations and Workplace Services, Facilities 

Job Location: Moorpark Avenue and Story Road, San Jose

Work Hours:  Full-Time, Exempt

Asian Americans for Community Involvement (AACI) which was founded in 1973 has an amazing opportunity for the above position in the non-profit sector. AACI’s mission is to improve the health, mental health, and well-being of individuals, families and the Asian community. We do this by providing an array of high quality health and human services, sharing expertise about the Asian community’s needs and best services delivery practices, and providing Asian leadership in advocating on key health and human services issues. AACI has over 170 employees and an annual budget of over $16M.

Position Summary:

The Workplace Services Lead supports the daily operations of various facilities programs and works effectively across AACI to support all programs. The ideal candidate should be customer service-focused, action-oriented, detail-oriented and works well in a team environment. 

Duties and Responsibilities: 

Assist Facilities Manager with space allocations, space planning and offices moves

Support the daily facilities operations to ensure the multi-site building needs as well as the various AACI programs’ needs are met while effectively managing the relations with internal leadership, employees and stakeholders

Manage Help Desk ticket system and respond in an accurate and timely manner to all questions or concerns through the Help Desk process, by phone or email. Includes tracking trends, status and ensure 100% case closure

Support the business development for programs and related projects as well as support related communication and change management plans as appropriate, to successfully introduce, implement and sustain the programs

Assist in overseeing employee health, safety and security policies and procedures including supporting the Emergency Response Team training (first aid, CPR, etc.), and management of the employee ergonomic program

Track problems and resolution of records while creating metric reporting on facilities activities 

Work with local vendors/contractors for inspections, building walk-throughs, call in repairs (general office, equipment, furniture, elevators, security system, landscaping, etc.).  Responsible for onsite office equipment

Develop process and system to track fixed assets and maintain over time

Assist with purchasing processes for Facilities which may include developing a process to purchase software and implement ongoing tracking system

May develop or assist with the development and implementation of policies and procedures, to ensure efficient implementation and execution of programs and may conduct quality assurance checks to ensure service standards are being met 

May act as a point of contact for the landlord and tenants or external providers and manage regular contract relationships 

May provide support related to on-site catering and liaise with Special Event Planner(s).  Create and maintain catering services program 

May deliver mail and packages – create and support shipping and receiving program, contribute new ideas and engage team to improve productivity, efficiency and speed of service

Other duties as assigned

Qualifications:

High school diploma or general education degree (GED) required. Minimum of five years of related experience and/or training

Effective verbal and written communication skills. Demonstrated ability and willingness to accept new challenges and be flexible to change with shifting priorities to effectively support customers and team when needed

Ability to take initiative, have attention to detail, and demonstrate excellent execution skills 

Strong team player with the ability to work effectively with all personalities

Customer service oriented – pleasant, friendly, cheerful, energetic, courteous and professional demeanor

Proficient using the Microsoft Office Suite

Must be willing/able to work within a highly regimented daily scheduled events and meet multiple/strict daily deadlines

Must be able to learn and use a variety of tools

Experience working  in a non-profit environment is desired

Ability and willingness to work flexible hours as needed for projects/events

Valid California Driver’s license with proof of insurance

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee must be able to stand/walk the majority of the work day and also be able to use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee frequently lifts and/or moves up to 50 pounds and pulls 100 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

AACI is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. race, religious creed, color, age, sex, sexual orientation, gender, gender identity, gender expression, national origin, ancestry, religion (includes religious dress and grooming), marital status, domestic partnership status, family care leave status, medical condition as defined under California law, mental or physical disability (including persons infected with the HIV virus or persons with AIDS), genetic information, immigration status, military service or veteran’s status, pregnancy, childbirth and related medical conditions (including lactation), or any other classification protected by applicable federal, state, or local laws and ordinances.

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  • Location
    San Jose, California
  • Department
    Administration
  • Employment Type
    Full Time
  • Minimum Experience
    Experienced
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