Facilities Operations Administrative Manager

Summary  

Under the supervision of the Senior Director of Facilities Operations, and in collaboration with the IT Department, the Facilities Operations Administrative Manager supports the work of the Facilities and IT Departments. This role provides administrative support that includes credit card reconciliation, vendor relations, recruitment screening, and scheduling fire testing at agency facilities.

Essential Duties and Responsibilities:          

• Provides Administrative support to Senior Director of Facilities Operations, IT Director and Senior Manager of Facilities
• Supports in the translation of department communication into Spanish
• Manages tech for facilities meetings and other related meetings
• Manages the distribution and collection of all keys, fobs, and remotes
• Schedules training sessions, in addition to managing the set up and break down logistics at training spaces
• Supports with special events, making reservations, procuring venue, transportation of supplies and equipment
• Supports with recruitment by screening candidates, completing job postings requisition request, offer requisitions and PAF’s
• Receives and places all supply purchase orders for each facility
• Responsible for collecting and processing all vendor invoices to submit to A/P
• Ensures department staff are in compliance with Driver licenses, proof of insurance, TB test and other documents needed
• Responsible for scheduling Regulation #4 and Title 19 fire testing for all sites
• Manage vendor relations to improve service and turnaround
• Assist Facilities Manager/ Director with coordinating contractors, vendors for facilities repairs and maintenance
• Assist with managing off site storage units and various inventories
• Manage calendars for Senior Director Facilities Operations, Facilities Director and Facilities Maintenance Managers
• Assist with monthly credit card reconciliation reports
• Responsible for collecting, reviewing and processing milage, petty cash and personal reimbursements for staff
• Schedule in person and Zoom meetings for department
• Perform additional duties as assigned

Qualifications: 

• Bachelor’s degree, or an equivalent combination of education and experience required
• Self-motivated and able to successfully work in a fast-paced environment
• Strong interpersonal skills with an ability to work effectively with a wide range of people, teams and vendors
• Ability to think critically about problems and be creative in finding solutions
• Strong communication skills - including writing, editing, and speaking
• Advanced organization, planning, collaboration and implementation skills with the ability to handle multiple assignments at once
• Comfortability facilitating small groups in-person and on-line
• Detail oriented with excellent time management and communication skills
• Strong Computer skills, including Microsoft Office, Outlook, TEAMS, ZOOM, etc.
• Demonstrates an ability to use new technology and media equipment (computers, projectors, etc.)
• Valid CA Driver’s license, reliable car, auto insurance, and an acceptable driving record

Preferred Qualifications:  

• Bachelor’s degree, or an equivalent combination of education and experience required
• Self-motivated and able to successfully work in a fast-paced environment
• Strong interpersonal skills with an ability to work effectively with a wide range of people, teams and vendors
• Ability to think critically about problems and be creative in finding solutions
• Strong communication skills - including writing, editing, and speaking
• Advanced organization, planning, collaboration and implementation skills with the ability to handle multiple assignments at once
• Comfortability facilitating small groups in-person and online
• Detail-oriented with excellent time management and communication skills
• Strong Computer skills, including Microsoft Office, Outlook, TEAMS, ZOOM, etc.
• Demonstrates an ability to use new technology and media equipment (computers, projectors, etc.)
• Valid CA Driver’s license, reliable car, auto insurance, and an acceptable driving record

Work Environment 

• Primarily indoor office environment
• Regularly required to sit, stand, bend, and occasionally lift or carry up to 15 pounds
• May necessitate working in busy and loud environments
• May be exposed to elements like cold, heat, dust, noise, and odor
• May need to bend, stoop, twist, and sit throughout the day
• At times will include driving, set up, and take down at sites and venues