Office and Facilities Manager
4 weeks ago
Office and Facilities Manager
Friends of Acadia Bar Harbor, Maine
Provides administrative support to all Friends of Acadia staff and ensures the smooth day-to-day operations of the primary office location in Bar Harbor. Oversees all aspects of the office operations and building functions and ensures the safety of staff and functionality of all facilities. Duties include supporting staff in their roles, organizing meetings, providing operational support to all staff, corresponding with contractors, planning safety and first aid training and planning maintenance work, and maintaining equipment and facility records and overseeing contractors. This position provides back-up to the Executive Assistant and supports the Accounting Manager in various administrative duties as well as greeting visitors who come onsite. This position is a key member of the Administrative Team and works closely with all staff.
- Organizing and helping to execute company events, meetings, conferences, and training.
- Ordering and managing administrative supplies such as office supplies, furniture, and office equipment.
- Receiving and handling correspondence, complaints, and queries regarding the facilities.
- Preparing letters, presentations, and reports.
- Preparing and managing budgets for office supplies, kitchen supplies and meetings.
- Liaising with management, staff, suppliers, and clients.
- Ensuring that printers, copiers, and postage machines are operating and works with external vendors to maintain this equipment.
- Preparing, recommending, implementing, and maintaining procedures for office administrative systems.
- Assisting with on and offsite meetings and events such as staff and Board meetings, Annual Meeting, and the Annual Benefit.
- Sourcing, interviewing, and overseeing subcontractors and service providers for functions such as security, cleaning, specialized equipment repairs, and technology.
- Recruiting and supervising maintenance personnel with a wide variety of skills and proficiencies.
- Ensuring that basic facilities are well maintained and conducting proactive maintenance inspections and audits.
- Ensuring that customers and employees have the required resources and tools for maximum productivity.
- Ensuring that facilities meet compliance standards and safety regulations.
- Forecasting the facility’s needs and requirements and developing and overseeing implementation plans including planning, budgeting, and executing.
- Overseeing building projects like renovations, refurbishments, and conversions from start to finish, while maintaining proactive and effective internal communication with key staff and external communication with vendors and consultants.
- Recommending and using appropriate technologies and maintenance software to streamline work.
- The position serves as a key point of contact for IT support systems and vendor.
- This position is member of the safety committee making recommendations for best practices for safety policies and training.
- Supporting and planning safety training and drills and first aid courses for all staff.
- This position ensures primary coverage of the office with back-up from the Executive Assistant.
- Supporting the Administrative Team in processing mail, filing, making bank deposits, reports, and other departmental needs as needed.
- Takes recycling and trash weekly to the transfer station.
- Works with the National Park Service and Acadia concessionaires on placement of FOA donation boxes in the field. Maintains these boxes and collects donations regularly.
Requirements BA or BS in Management or related field and 3-5 years of Administrative and Office Management Experience.
This position works onsite at our Administrative Offices at 43 Cottage Street - Monday – Friday from 8:30am – 5:00pm.
Friends of Acadia is an equal opportunity employer. Founded in 1986, the organization’s mission is to preserve, protect, and promote stewardship of the outstanding natural beauty, ecological vitality, and distinctive cultural resources of Acadia National Park and the surrounding community for the inspiration and enjoyment of current and future generations.
FOA does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical or mental disability, reproductive health decision-making, medical condition, genetic information, marital status, age, sex, sexual orientation, gender, gender identity, gender expression, military status, veteran status, or any other characteristic protected by law, in connection with any aspect of employment at FOA.
Full-time, 40 hours per week, excellent benefits package.
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