Facilities Administrator

2 weeks ago

San Francisco, United States Tenderloin Neighborhood Development Corporation Full time

**TITLE**: Facilities Administrator

**REPORTS TO**: Director of Facilities

**DEPARTMENT**: Property Management

**STATUS**: Regular, Full-Time, non-exempt

**LOCATION**: 145 Taylor St, San Francisco, CA

**WAGE RANGE**: $31.01 - $34.66/hour

**SUMMARY**

The Facilities Administrator is a highly collaborative position that will partner with the Director of Facilities to support all facilities activities. The Administrator will be the first point of contact for internal and external customers seeking support and information from the Facilities Department of TNDC. The Facilities Administrator will:

- provide administrative support to the Director of Facilities and the Facilities organization,
- manage office functions including but not limited to: Work Order coordination, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, and providing general support services for the divisional staff.
- under the supervision of the Director of Facilities, will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.
- Will play a key role in engagement with AHJ’s to ensure facilities compliance in our portfolio of properties.

**ESSENTIAL DUTIES**
- Assist the Director of Facilities in all aspects of project implementation as needed.
- Support the Director of Facilities with external contacts as needed.
- Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments.
- Coordinate Facilities activities, work direction, and support systems.
- Supervise and train facility employees and contractors as needed on Facilities processes and procedures.
- Set up new vendors.
- Schedule QBR’s (Quarterly Business Reviews) with key vendor partners.
- Independently maintain and update administrative policies and processes.
- Set up, maintain, and organize department's central files, information, filing, and messages.
- Assist facilities staff in locating parts, supplies, and materials.
- Prepare and maintain RFP’s, bid information, and other contract documents.
- Provide administrative support to the Facilities team.
- Manage the Facilities Work Request System, including receiving work request, assigning work orders, entering system data, and providing the overall system administration.
- Manage reporting and metrics development.
- Manage NOV compliance activities and engage with local authorities having jurisdiction (SFFD, DBI, SFE,)
- Prepare documentation and attend Directors Hearings as necessary.
- Manage portfolio wide compliance planning and scheduling including but not limited to: backflow prevention tests, fire system testing, elevator testing, Boiler PTO tracking, Elevator PTO tracking, Façade inspections, ERRCS compliance, fire escape inspections and others as needed.
- Create and manage a Facilities Request System to track and manage all facilities department requests from internal and external customers.
- Schedule and manage all meetings internal to the Facilities Department and external of the Facilities Department. Maintenance Meetings, Vendor meetings, cross department collaboration meetings.
- Develop agenda, take notes, distribute findings and conclusions to participants.
- Assist with grant writing activities. This position will play a key role in our electrification efforts mandated by the State and Local governments.
- Research activities to include codes and compliance, new technology solutions, procurement initiatives, new vendor suppliers etc.
- Manage the RFP process for enterprise level and independent service contracts.
- Work with the Facilities Director to develop maintenance budgets for all properties. This is a new responsibility directed by the CEO for 2025 budgeting moving forward.
- Participate in variance meetings as needed.
- Review spending trends and seek opportunities to reduce operational spend.

**REQUIRED SKILLS**

**Education**: Associate degree and 2 years of relevant experience or 4 years of relevant experience.

**Experience**:

- Facilities/ Property Management / Account Management experience
- Use and understanding of computerized maintenance management systems and/or database management.
- Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers.
- Demonstrated customer service excellence.

**Knowledge**:

- Microsoft Suite of products including Excel, Outlook, Word, and PowerPoint
- Database management experience and report generation capability. This person will need to be able to take raw data and create a report of substance for the target audience.
- Property management and Facility and Maintenance operations.
- Maintenance management software a plus.

**Skills**:

- Demonstrated ability in the following areas:

- Must have strong interper

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