JOB DESCRIPTION
Position Title: BP Energy Center Operations Associate
Reports To: Director of Administration
Position Type: Full-time, non-exempt
Organizational Overview:
The Alaska Community Foundation (ACF) is a nonprofit, public foundation with a mission of inspiring the spirit of giving and connecting people, organizations, and causes to strengthen Alaska’s communities now and forever. ACF works with donors to increase philanthropy and meet needs around the state through effective grantmaking. Managing over $200 million in assets and over 2,000 funds for the benefit of Alaskans, ACF and their 11 local community foundation Affiliates grant between $6 million and $10 million annually to charitable projects and nonprofit organizations. This includes awarding more than twelve hundred grants and scholarships annually through more than 20 competitive grant cycles and more than 30 competitive scholarship cycles. Since its inception ACF has awarded more than $126 million in grants in Alaska. To learn more please visit our website: alaskacf.org.
Position Summary:
The BP Energy Center (BPEC) Operations Associate’s role is to manage client services by being responsive and clear in all communications associated with facility operations. You will assist clients, contractors, catering representatives and property maintenance technicians with any needs that may arise. You will provide high-quality customer service while guiding users through event logistics and technical assistance. Your natural attention to detail keeps the facility clean, organized, running efficiently and ready for clients, vendors and staff alike. To learn more about the center please visit our website: https://www.bpenergycenter.org/
Essential Functions/Role & Responsibilities (including, but not limited to):
Operations
Assist with the reservation system, including scheduling and confirming bookings.
Assist with creating, tracking and processing invoices.
In communication with the Director of Administration, manage all website updates.
Manage all facility procedures, documents and ensure appropriate branding.
Assist with facility supply needs and procurement.
Guest Support
Assist with onsite guest support including scheduling, technical questions, equipment setup, catering, and contractors.
Ensure rooms are cleaned, prepped and all equipment is in working order.
Assist with answering phones and returning email inquiries.
Direct guests to correct rooms.
Facility Maintenance
Monitor and regularly communicate with Director of Administration about facility needs.
Liaise with contractors, and facility maintenance team.
Manage on-site communication with vendors and contractors regarding facility needs.
The ideal candidate will have the following professional and personality qualities and skills:
Soft Skills
Ability to work collaboratively, effectively and efficiently with staff and adjust to changing priorities.
Problem solving ability, troubleshooting skills, outstanding judgment, initiative and drive.
Ability to work in high-paced environment with competing demands while maintaining integrity of work product.
Strong organizational skills, sharp attention to detail, and commitment to producing quality results.
High standards regarding accuracy and attention to detail with an aptitude for organizing tasks, managing time, data entry and prioritizing projects.
Proactivity: you often have a plan C, you see around corners, and you’re consultative.
Independence, self-motivation and discipline: you have a demonstrated ability to manage multiple assignments and projects in a self-directed manner
Confidence and innovation: you know how to manage up, keep us on task, give honest feedback, and push back when it’s in our best interests
An ability to systematically work through complex problems, with a positive customer service orientation, to reach desired outcomes.
Hard Skills
Proficiency in Microsoft Office.
Strong written and verbal business communication skills, including proofreading skills
Tech savvy: you learn new technology with ease and can effectively explain to others how to troubleshoot with technology remotely or in-person
Experience in an administrative, facilities management or hospitality role.
Other Qualities
Knowledge of and commitment to Alaska, its many cultures, and an interest in the work of ACF.
Commitment to continuous improvement: you have a demonstrated disposition towards learning and development, giving and receiving feedback, and implementing necessary changes in a timely way
Preferences
Familiarity with the non-profit sector in Alaska.
Event management experience.
Work Environment and Physical Requirements:
The work environment and physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required, sometimes for extended periods, to stand or sit. This role routinely uses standard office equipment such as computers, phones, multi-function machines, and filing cabinets. The employee is frequently required to climb stairs; use hands to type, finger, handle, or feel; reach with hands and arms; balance stoop, kneel, or crouch; and get in and out of vehicles. The employee must occasionally lift and/or move small or large objects up to fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and the ability to adjust focus.
Compensation:
This is an hourly, non-exempt position with pay between $52,000 and $58,000 annually, and is commensurate with experience and expertise. Benefits include but are not limited to, health, vision, dental, and a retirement plan with employer participation after one year of service.
Application Process
If you are comfortable with the salary range, meet the position qualifications and are ready to bring your knowledge skills, and abilities to our team please apply for the BPEC Operations Associate position. This position will remain open until filled.
Applications must include a cover letter of interest, resume and three professional references. Send to Christine Brown at christineb@alerachr.com.
Alaska Community Foundation is an equal opportunity employer, and we welcome applications from people of all backgrounds, cultures, and experiences.
