General Services Administrator

Job Title: General Services Administrator
Department:  General Services
Location:  Washington D.C.
Reports To: General Services Manager

Context:  Provides office services and  building maintenance for all Washington DC facilities. Performs all mailroom operations at the Washington, DC principal office. Evaluates, identifies and corrects facility safety issues including but not limited to security. Orders, records, and tracks supply inventories. Provides shared duties of front desk reception coverage.

Scope:  The General Services Administrator provides services related to office maintenance, operations, safety, and security.  Is responsible for office support activities and coordination of facilities usage which, includes, but is not limited to, shipping and receiving, inventory control as it pertains to facilities moves, setups, and staff requests. Provides mailroom operation services, including but not limited to, processing all incoming and outgoing mail, coordinate and schedules bulk mailings, provides information pertaining to changes and/or updates from service providers and USPS to stake holders. Prepares and codes facilities related invoices for review and signature. Maintains the Club’s recycling program. The General Services Administrator works together with the Operations Coordinator and Office Manager as a team to ensure all aspects of facilities operations and front desk management are performed optimally, in a timely and efficient manner. Responds, prioritizes (as directed by Washington Office Manager), and completes employee requests.

Job Activities:

1. Provides bi-weekly work activity priorities to the General Services Manager after consulting with the Washington Office Manager and conducts daily rounds (up to three times per day) to ensure supplies are sufficiently stocked, office equipment is operational, and there are no visible safety hazards.
2. Receives, sorts, and distributes incoming mail and package deliveries to the appropriate departments, field offices and/or chapters.  Reads unspecified letters and determines department and/or staff for whom mail is intended. Performs daily scheduled mail pickups for outgoing mail and works with staff and volunteers on special mailings.
3. Maintains facilities, which include but is not limited to painting, maintaining coffee stations, lounge areas, conference rooms, entryways, and carpet maintenance etc. Assembles, disassembles, and/or delivers furniture to designated locations.  Tracks warranties for specific office equipment and conducts preventative maintenance as needed on appliances.
4. Responsible for supporting the Office Manager in the scheduling for the board room, conference room and apartment reservations and configurations.  Prepares rooms, configurations and supplies as needed for intended use.
5. Maintains postage account with vendor and replenishes postage meter funds when necessary. Communicates costs irregularities.
6. Keeps informed of postal regulations and communicates to the general staff new postal regulations, procedures and other changes.
7. Performs operators’ equipment maintenance when possible (i.e. clearing copier jams, replacing toners, replacing postage meter tape, etc.). 
8. Coordinates all reconfiguration requirements for internal moves, new hire set ups and staff terminations. Consults with the Washington Office Manager and the IT personnel prior to coordinating and facilitating internal space moves. Follows all workstation setup procedures so that they are in accordance with Club ergonomic practices.
9. Maintains accurate inventory records and performs annual physical inventory audits.
10. Reviews and submits all supply/small equipment requests for approval.
11. Prepares and processes invoices for facilities purchases in accordance with established accounting policies in coordination with the Washington DC Office Manager and Operations Coordinator.
12. Researches and recommends most cost‑efficient methods of providing facility services.
13. Maintains and updates the General Services Standard Operating Procedures for Washington D.C. after consulting the Office Manager and receiving approval from the General Services Manager.
14. Utilizes Issue Trak help desk systems for tracking, updating, and prioritizing of general services or office needs.  Manages tickets and requests.  Communicates timelines to DC Office manager and DC staff.
15. Assists with budget review for DC General Services.
16. Performs all other miscellaneous duties as directed.
17. Standard Overtime: The standard Sierra Club work week is 37.5 hours.  However, this job requires occasional overtime to meet special deadlines, projects, and other staff absences, or emergencies.  Under these circumstances, overtime will rarely exceed 7.5 hours weekly, or 15 hours on a monthly basis.

Knowledge & Skills:

• Knowledge of office equipment and building procedures.
• Ability to read, write, speak and understand English.
• A customer service orientation with an ability to work well with people.
• Ability to work independently at times with minimal supervision.
• Ability to negotiate prices and services.
• Familiarity with standard office equipment to include: fax machines, copiers, printers, etc.
• Mechanical aptitude, manual dexterity, and able to lift 50+ lbs.
• Mailroom and/or U.S. Postal Service experience.
• Ability to research and comprehend postal regulations.
• Working knowledge of common tools for basic repairs.
• Working knowledge of MS Word and Excel.
• General knowledge of OSHA and ADA policies and procedures as it pertains to commercial buildings in an office environment.