Alliance Defending Freedom is looking for a highly adept Senior Operations Assistant to join our Scottsdale, AZ office. As the Senior Operations Assistant, you are a vital part of the Operations Team. In this position, you will report to Operations Manager, ADF Scottsdale and will play a key role in the management of the ADF Scottsdale property. The Senior Operations Assistant will provide direct support to the Operations Manager in vendor and contract management, key building systems, space planning, operations asset management, building mail operations, general and preventative maintenance, and new team member facility orientations. This position will also provide support for all event and meeting set-up, inspections/projects associated with annual maintenance plan, and fulfill facility requests in a timely manner. In addition, this position will serve as the point of contact for assigned vendors, coordinating, and managing their services.
Your Essential Responsibilities:
In this position, you will:
Serve as the chief assistant to the Operations Manager and provide back-up support in the management of the ADF Scottsdale building.
Handle routine facility maintenance related tasks such as loading/unloading supplies, replacing light bulbs, adjusting door closers, moving furniture, etc.
Run errands to pick up needed supplies that support grounds and facility maintenance efforts.
Confirm packages signed for at loading area match delivery ticket order.
Lead mail operations: date, stamp and sort all incoming mail addressed to individual team members and tenants and distribute to appropriate mailbox. Utilize efficient and secure processes for US Mail handling. Process all outgoing mail and packages to ensure they are picked up by appropriate mail vendor.
Coordinate and set up for all meetings and conferences associated with ADF. This includes moving tables and chairs within conference spaces. Support building tenants on occasion in building meeting spaces with room furniture arrangement.
Support Operations Manager with assigned vendors and coordinate services. Schedule and supervise work based upon building operation failures, facility requests, or as directed by Operations Manager.
Serve as main point of contact for all deliveries and shipments. Deliver packages too large for mail bins. Ensure mail room and receiving area is organized and cleared daily.
Complete projects assigned through Annual Maintenance Plan such as replacing light bulbs, inspecting/signing for monthly fire extinguisher evaluation, etc. Complete special projects as assigned.
Order and maintain all attic stock to support building operations. Organize storage rooms containing attic stock – paints, lightbulbs, tile, plumbing, and assorted building supplies.
Complete required annual training regarding OSHA and other facilities/security related training.
Understand basic operations of all key building systems including security software, video surveillance, irrigation controls, HVAC controls, fire and burglary alarm controls, electrical room, and main sprinkler valve room to provide back-up support to Operations Manager.
Other Responsibilities (Non-Essential):
You will be asked to perform related duties or special projects as assigned.
Some duties require driving (requires valid driver’s license and satisfactory driving record).
Skills you need to succeed:
Demonstrated proficiency in:
Strong customer service and interpersonal skills
Strong attention to detail
Demonstrated handyman skills, general knowledge of standard mail procedures, package handling, and maintaining adequate supplies or ability to quickly learn through classes or other instructions
Familiarity with Microsoft software including Word, Excel, Outlook, Access, and PowerPoint
Excellent communication skills, both verbal and written
Excellent organizational and planning skills
Excellent follow through
Strong team player
Strong ability to multitask effectively in a fast-paced environment
Strong ability to work independently
Must be able to work with minimal supervision and direction
Education and/or experience:
3 years as a facility assistant or other relevant maintenance knowledge/experience
Customer service and administrative experience desired
ARE YOU LOOKING FOR AN ORGANIZATION WITH A COMPETITIVE
COMPENSATION AND BENEFITS PACKAGE, TOO?
We have it! Alliance Defending Freedom offers team members a competitive compensation and benefits package that includes major medical insurance, dental care, medical and dependent care reimbursement, paid disability, long-term care insurance, and life insurance. We also offer a 401(k) plan with a generous company match. Work and life balance is important to the well-being of our team members. You will receive paid time off (PTO) that starts accruing from your hire date and 11 paid holidays per year.
About Alliance Defending Freedom
Alliance Defending Freedom is an alliance-building legal organization that advocates for the right of people to freely live out their faith. Please visit http://www.adflegal.org/about-us/careers to view our Statement of Faith and Doctrinal Distinctives.