Job Description

Job Description

Job Description

Summary:

The Facilities Operations Administrator reports to the Chief Administrative Officer and supports the Facilities and Office Operations team with the day-to-day operations of 11 office locations. The Administrator will manage administrative tasks and support the CAO in project management.

Job Duties:

The following are essential job duties and responsibilities of the Facilities Operations Administrator. This list is not exhaustive, and other duties may be assigned as necessary.

Responsibilities include:

• Supporting Office Services, Mailroom and Reception operations to ensure optimal coverage and completion of tasks.
• Managing hospitality related ordering and inventory for all offices.
• Managing vendor agreements including but not limited to shredding, production equipment, outsourced staff, office supplies, catering and refreshments.
• Ordering and approving purchases of offices supplies.
• Processing invoices for payment and monitoring budgets.
• Performing regular inspections of space to identify and address issues and ensure a clean and safe work environment.
• Managing internal office and furniture moves as well as reconfiguring offices as required.
• Monitoring and updating reservation system to ensure accurate inventory of available space.
• Supporting the Chief Administrative Officers on special projects related to office facilities, including office construction and refurbishments.
• Performing other duties as assigned.

Requirements:

Education: Bachelor’s degree or equivalent experience.

Experience: 2-3 plus years in an operations, facilities, or procurement role is required.

Knowledge/Skills and Abilities:

• Strong communication skills and ability to work well with all levels of Firm personnel, clients, and vendors.
• Strong organization skills. Ability to manage multiple projects and changing priorities.
• Experience with project management, project management software, invoice processing all strongly preferred.
• Ability to work both independently and as part of a team.
• Ability to exercise discretion.
• Advanced proficiency with the Microsoft Office Suite, including Excel is required.

Essential Demands of the Role:

• Ability to be in the office daily, working a full day. Flexibility with work schedule and ability to work overtime as needed, which may include early morning, evening.
• Ability to travel on occasion to other office locations.
• Prolonged periods sitting at a desk or standing; using computer equipment.

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