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Executive Administrator, Facilities

4 months ago

Long Beach, United States Laserfiche Full time

**Description**:

- Laserfiche is a leader in software, committed to excellence. Our dedication to innovation and top-notch service is reflected in every aspect of our operations. We are seeking a highly skilled and experienced Executive Administrator, Facilities, to join our dynamic team and manage our state-of-the-art corporate facilities.
- The Executive Administrator, Facilities, is responsible for overseeing and managing our 110,000 square-foot commercial corporate building, adjacent parking structure, corporate housing, surrounding grounds, and company-owned supplies and equipment. This role involves managing all facility projects, maintenance requests, third-party vendor communications, and executive requests. The Administrator ensures compliance with safety, health, and environmental regulations, while also managing facility budgets, coordinating corporate housing, and supporting the administration and executive teams.

**Location**:

- Three days/week work from Office - Long Beach, CA
- Work from home on Mondays and Fridays
- Must be available for occasional after hours work as needed for facility emergency response

***

**#LI-Hybrid**

**About the Role - Essential Functions**
- Provides facility specific, general and executive administrative support to the C-Suite and manages the facility team and administrative assistants.
- Manages team of administrative assistants and oversees the office and building supply inventory and ordering
- Manages Facility Team and distributes workload per filed maintenance requests for CMC-LB HQs, leased locations, 888-5 and 888-4 facilities.
- Manages all facility third party maintenance contracts (i.e., elevator, janitorial, fire system, etc.) to include new, renewal and taking new service needs out to bid
- Files and maintains insurance, legal and financial records, physically and electronically, as requested, that relate to Facilities.
- Manages facility expenses and POs to review, approve and submit to A/P for processing
- May research/analyze information and compile reports, presentation materials, or summaries, selecting relevant information from a variety of sources and preparing them for dissemination and/or presentation to internal team members and external partners/third parties.
- Plans and orchestrates work as directed to make sure priorities are met, project goals are achieved, and best practices are upheld.
- Utilizes industry best practices, techniques, and standards throughout all facility project execution and property management
- Centralizes information and delivers it to the appropriate stakeholders.
- Reports on overall facility health and related projects, status of milestones and deliverables, financial information about budget & expenditures, project risks and progress on mitigating these risks, project performance, effectiveness of management and utilization of resources, among other factors
- Generates ad hoc facility reports as requested
- Performs quality control on all facility projects throughout development to meet expected standards.
- Ensures seamless team collaboration and communication among all members associated with facility requests.
- Responds to requests for information and disseminates pertinent information to staff on behalf of the Facility/Admin departments or Executive Leadership.
- Schedules meetings, as requested, coordinates conferences, and supports special events as needed.
- May plan and support internal & external activities allowing for collection of data & information from associates, participants, key stakeholders, and partners.
- Maintains energy benchmarking reports and coordinates with respective authorities and agencies for site visits and report remittance
- Reports directly to the CFO and collaborates closely with other executive team members to manage various projects and tasks

**About You - Essential Qualifications**
- 10 years of experience in commercial property management.
- 5-10 years’ experience in executive administrative duties, or a combination of education and experience that demonstrates the ability to perform the core responsibilities of the position.
- Ability to maintain confidentiality and exercise a high level of discretion.
- Ability to communicate effectively through oral and written skills with all levels of associates and the public.
- Proven ability to work effectively in a team environment.
- Ability to prioritize, coordinate, track, manage and execute special projects tasks and deliverables
- Ability to treat situations with the appropriate sense of urgency
- Ability to consistently demonstrate good judgment and decision-making skills.
- Ability to focus and remain flexible to shifting/changing priorities.
- Ability to skillfully deal with internal associates and external partners respectfully, professionally and with diplomacy and tact.
- Demonstrated proficiency in MS Office Applications (Outlook, Word, PowerPoint, Excel).
- Proficiency in scheduling and managing Teams and Zoom