Facilities Coordinator

Job Summary:

In this role, you will support the entire WRI Global office in Washington, DC. You will create a welcoming environment as you receive and welcome visitors to the office, answer incoming telephone calls, provide administrative support as needed, process invoices, and manage the IT budget. 

This position is remote due to Covid-19, but you will be based at WRI’s office in Washington, DC once restrictions have lifted.

Job Responsibilities:

80% of responsibility is in Facilities support:

• Responsible for answering and distributing incoming calls in a timely and courteous manner
  Greet visitors and direct them to appropriate meeting areas and inform staff of guest arrivals, assist guests and visitors, as needed
• Sign for and oversee the distribution of all packages delivered and inform staff of their arrival
• Open and sort mail and hand off to another Facilities staff to put in staff mailboxes
• Work with Events Manager to ensure guests are given directions to the appropriate large meeting spaces
• Responsible for checking WRI general voicemail account on daily basis; routes voicemails to appropriate person/department
• Check the calendar in Outlook to see which conference rooms and or meetings are booked
• Act as Back up on many of the responsibilities of the Facilities Supervisor
• Assist the Sustainability Manager as time allows
• Maintains Amerilert, our emergency alert system. Ensures that staff member’s essential information, such as mobile phone, secondary email, and business email is entered into the system, so they’re alerted in case of an emergency. Also ensures terminated staff are deleted from the system
• Responsible for assigning and ordering security access cards (Datawatch) for all staff. Collects security cards when employees are offboarded/terminated
• Responsible for checking WRI general voicemail account on daily basis; routes voicemails to appropriate person/department
• Check the calendar in Outlook to see which conference rooms and or meetings are booked
• Act as Back up on many of the responsibilities of the Facilities Supervisor
• Assist the Sustainability Manager as time allows
• Maintains Amerilert, our emergency alert system. Ensures that staff member’s essential information, such as mobile phone, secondary email, and business email is entered into the system, so they’re alerted in case of an emergency. Also ensures terminated staff are deleted from the system
• Responsible for assigning and ordering security access cards (Datawatch) for all staff. Collects security cards when employees are offboarded/terminated
• Responsible for processing facility requests through the Cushman Wakefield APA Portal ß
• Requests for HVAC, misc. cleaning/vacuuming, etc. Follow up that the problem was solved
• Submits gym waiver forms to Cushman Wakefield when staff fill them out
• Act as a backup the with the repair and maintenance of printers, and copiers
• Act as backup in making iOffice staff changes
• Responsible for some facilities sections of Banyan, WRI intranet site
• Process invoices in WRI Payment Processing system
• Attend all staff meetings

Other duties as assigned 20% of Responsibility is in Managing IT budget:

• Process all IT invoices using Office 365. Learn and understand as they are processed
• Input budget into TM1; make any budgets in TM 1
• Review budget with IT Director monthly. Make any corrections or changes as needed
• Responsible for IT sections of Banyan, WRI intranet site

Job Qualifications:

• Bachelor’s Degree in relevant field is desired (relevant work experience in lieu of degree is accepted)
• Minimum of 1 year of administrative experience
• Competent using Microsoft Office, Outlook, Excel, and Word
• US work authorization is required; WRI cannot offer visa sponsorship for this position

Potential Salary:

$46,692 – $60,700 is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with a cover letter. Applicants must apply through the WRI Careers portal to be considered. 

Program Overview:

Facilities support the entire institute by providing support in all areas of Facilities and IT.

WRI Overview:

World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity and human well-being. We are working to address seven critical challenges that the world must overcome this decade in order to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean.

We are passionate. We value our diversity of interests, skills and backgrounds. We have a flexible work environment. And we share a common goal to catalyze change that will improve the lives of people. Our shared ideals are at the core of our approach. They include: integrity, innovation, urgency, independence and respect.

The foundation of our work is delivering high-quality research, data, maps and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.
 
We have been growing rapidly: our staff has doubled in size over the past 5 years and our operating budget is now $150 million. Founded in 1982, WRI has a global staff of 1,000+ people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, and the United States as well as a growing presence in other countries and regions.  

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices.