Facilities Assistant II - Alliance Defending Freedom

Everyone says they want to change the world. We’re looking for people who actually will.

Alliance Defending Freedom is an alliance-building legal organization that advocates for the right of people to freely live out their faith. Please visit www.adflegal.org/about-us/careers to view our Statement of Faith and Doctrinal Distinctives. 

Facilities Assistant II

Alliance Defending Freedom is looking for a professional Facilities Assistant II to join us in our Lansdowne, VA office.  As the Facilities Assistant II, you are a vital part of the Facilities Team. In this position, you will report to Facilities Manager, ADF Lansdowne, and will play a key role in the management of the ADF Lansdowne campus which includes the office building, Guest House, and grounds. The Facilities Assistant II will provide direct support to the Facilities 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 the annual maintenance plan, and fulfill facility requests in a timely manner.

Your Essential Responsibilities:

In this position, you will:

• Serve as the primary assistant to the Facilities Manager and provide backup support in the management of the ADF Lansdowne campus.
• Regularly update the office calendar to reflect on-site events and meetings.
• Handle general inquiries from Team Members and tenants and assist guests and vendors with on-side accommodations as needed.
• Process and submit all Facilities related invoices and statements to Accounting.
• Handle routine facility maintenance-related tasks such as loading/unloading supplies, replacing light bulbs, adjusting door closers, moving furniture, etc.
• Complete projects assigned through the Annual Maintenance Plan, such as changing out guest house HVAC filters, replacing light bulbs, inspecting/signing for monthly fire extinguisher evaluation, etc. Complete special projects as assigned.
• Run errands to pick up needed supplies that support grounds and facility maintenance efforts.
• 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 backup support to the Facilities Manager.
• Assist ADF Team Members, guests, and tenants with reserving conference rooms for meetings and events Coordinate and set up for all meetings and conferences associated with ADF. This includes moving tables and chairs within conference spaces and supporting building tenants on occasion in setting up meeting spaces with room furniture arrangement.
• Support Facilities Manager with assigned vendors and coordinate services. Schedule and supervise work based upon building operation failures, facility requests, or as directed by the Facilities Manager.
• Manage Guest House reservations and processes, ordering and stocking supplies, and coordinating cleaning of bedrooms and common areas.
• Keep copy rooms neat and orderly, disposing of stray papers and wiping counters down weekly.
• Responsible for conference room readiness, checking daily for neatness and that supplies are stocked.
• Inventory, stock, and maintain break room and kitchen supplies for the Team.
• Keep bottled water stocked in break room fridge and conference rooms weekly.
• Conduct bi-weekly cleanout of refrigerators in breakrooms, kitchen, and Guest House.
• Manage ADF passenger van reservation and basic maintenance.
• Manage keys and access to recording and video studio.
• Serve as the main point of contact for all deliveries and shipments. Deliver packages too large for mail bins. Ensure loading dock is organized and cleared daily. Confirm packages signed for at the loading dock 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.
• Process all outgoing mail and packages to ensure they are picked up by the appropriate mail vendor.
• Undergo security training for mail handling and mail-receiving room features.
• Order and maintain all attic stock to support building operations. Organize storage rooms containing attic stock – paints, lightbulbs, tile, plumbing, and assorted building supplies.
• Assist Facilities Manager with workspace configuration build-outs and changes as needed.
• Assist the Facilities Manager with projects to help organize and clean out storage and supply areas.
• Complete required annual training regarding OSHA and other facilities/security-related training.

Other Responsibilities (Non-Essential):

• You will be asked to perform related duties or special projects as assigned.
• Some duties require driving (requires a 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 and reliable
• Strong team player

Ability to:

• Servant oriented by being proactive in problem-solving and meeting the needs of Team Members
• Maintain high standards of excellence
• Multitask effectively in a fast-paced environment
• Work independently and meet multiple deadlines
• Must be able to work with minimal supervision and direction
• Be available to work nights, weekends, and off-hours on rare occasions as building incidents and emergencies arise.

Education and/or experience:

• 1-3 years as a facility assistant or other relevant maintenance knowledge/experience preferred
• 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. Medical, Dental, Vision, 401(k), Paid maternity, Paid paternity, Disability insurance