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Facilities Operations Administrator
5 days ago
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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