Facilities Associate

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Commensurate with experience

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Location: New York

Employment Type: Part-time, 32 hours/week (4 days Mon-Thurs)

 

Compensation awarded with experience

Monthly MTA metro card

Generous PTO and office closure holidays

Health insurance

 

Chashama is a nonprofit arts organization that gives artists the “space to create.” By partnering with local landowners to re-envision vacant property into creative venues, and granting these spaces to artists at free or highly subsidized rates, Chashama is at the forefront of creative place making in NYC.

 

We are currently seeking a Facilities Associate to join our Operations team, which is responsible for converting new buildings into studios, galleries and other usable art spaces; the maintenance and general upkeep of our facilities; the ordering and distribution of supplies; and the organization and tracking of inventory, equipment, stored art collection and bulk supplies across multiple locations.

 

As Facilities Associate, you will be an integral part of the Operations team. You are responsible for overseeing and organizing our facilities, contractors and vendors in the field and in office. You will report to our Operations Manager and will work closely with the Operations Associate and our Programming Department to ensure that our spaces are operating efficiently and effectively meeting the needs of our artists.

 

Your skills must be diverse and your self-starting hard work will be rewarded with flexibility, access to Chashama’s resources and an independent/collaborative work environment. As Facilities Associate in the Operations team your responsibilities will vary, including but not limited to:

 

Work on site at our facilities

  • Assess the state of potential new facilities and help estimate the costs of getting them operational.
  • Assessing the state of current facilities, continuously checking for (and addressing as needed) possible safety concerns, potential improvements and re-stocking supplies in the spaces.
  • Painting (must be experienced and neat) and perform all necessary patching and sanding.
  • Assembling/disassembling and clearing out equipment/delivering to other spaces.
  • Minor repairs, frame walls, install drywall panels and more extensive building projects that require budgeting and scheduling.
  • Organization of tech closets and supplies on-site. Tracking stock of supplies and equipment in our inventory system and reordering or moving equipment to other facilities when needed.
  • Leave work sites tidy and packed away, finishing jobs completely with all tools, excess materials and trash are removed from site, swept and mopped if necessary.
  • Other misc. jobs as needed (receiving deliveries, mopping up a leak, cleaning windows etc).

 

Logistics and organization

  • Help manage the logistics of various upcoming projects.
  • Develop and confirm schedules for upcoming work approved by Operations Manager, keep incoming contacts and information organized and bring together required deliverables on time.
  • Address urgent situations in the facilities and determine whether or not an outside vendor is required for repairs.
  • Diagnose problems where a contractor is required and schedule, communicate and supervise contracted workers in the field and oversee work being done in the facilities.
  • Inspect completed work for conformance to specifications, safety regulations and building codes and maintain records and service/repair schedules.
  • Meet weekly in Chashama’s office to discuss the current state of our facilities with the entire staff.
  • Able to group multiple work orders for multiple locations into an efficient day schedule for locations in the same area, remembering all materials and tools needed for each job.
  • Report regularly about the status of various jobs (both short and long term).  
  • Perform routine building repairs and maintenance; recommend tools, equipment, and supplies, as necessary.

 

Administration

  • Update Database and Excel documents with new contacts, new work orders, facility and job notes and work that is completed.
  • Update Google Calendars with schedules, locations and information needed to perform work.
  • Save all receipts and fill out a monthly credit report of purchases.
  • Research potential spaces and find contact details for building owners, determine if a relationship exists by referencing Chashama’s database.
  • Request approvals from building management and notify artists of work when necessary.
  • Update floor plans with measurements taken from the field.
  • Design signage placement mock ups for building exterior to be submitted for approvals.
  • Keep track of keys for all locations in Database, label and make copies when needed.
  • Make check requests for the payment of contractors and driving violations.
  • File hard copy documents and scan or download important files to store on the network drive.

 

Job Requirements

  • A minimum of 3 to 5 years experience performing related duties and technical skills.
  • Valid driver’s license is required. And experience driving large vehicles a bonus.
  • Ability to perform tasks with tools, ladders, and lifts in a safe and effective manner. 
  • High degree of attention to detail to perform facility inspections and physically organize on a daily, weekly, and monthly basis. 
  • Verbal and email communication skills and accurate math skills.
  • Ability to work in a fast pace environment with a high level of logistical foresight and the ability to seamlessly transition from facility to administrative tasks.
  • Ability to interact and communicate in a positive and clear manner both verbally and in writing with our artists, staff, vendors, building managers and to the general public.
  • Must have a cellular phone with data plan and be accessible / available to the Operations Manager and Executive Director in case of building emergencies after hours.
  • Interest in the arts and the mission is a bonus.

 

Requirements to be performed, with or without reasonable accommodation
• Standing, walking, lifting, twisting, and bending on a frequent basis. 
• Ability to lift up to 50 pounds. 
• Ability to work and meet deadlines with minimal supervision. 

 

 

PREFERRED QUALIFICATIONS 
• Good mechanical aptitude and manual dexterity. 

• Intermediate to advanced proficiencies in building trades including painting, wall framing, plumbing, general electrical knowledge, and equipment repair. 
• Excellent administrative and follow up skills to achieve successful maintenance and repair programs.

• Experience with art handling, canvas stacking, tie down techniques and packing vans and box trucks.
• Ability to work effectively with supervisors and co-workers with a willingness to take direction and learn/develop new processes and techniques.
• Ability to make well informed decisions when unexpected obstacles arise and use all resources available.

• Have a keen sense of quality control and take responsibility for all aspects of a project’s supply chain.

• Excellent communication skills and the ability to provide clear and concise details regarding building issues.