Office and Facilities Operations Manager

3 weeks ago

Amesbury, United States Our Neighbors’ Table Full time

**About Our Neighbors’ Table**
For 31 years, individuals, businesses and institutions have invested in Our Neighbors’ Table (ONT) as the leader in driving universal food access across the region. ONT harnesses true commitment to turn food assistance on its head by providing flexible, personalized programs. We’ve eliminated the traditional approach of strict schedules, cumbersome qualification and limited food selection by offering dignified experiences and access to fresh, wholesome food when and where people throughout northeastern Essex County need it.

Our Neighbors’ Table’s unique, flexible approach to food assistance has enabled us to declare Amesbury a food secure city and is the only organization poised to implement a near-term strategy to make Northeastern Essex County a food secure region. Our _work_ has inspired and informed regional, state
- and nationwide changes to put the dignity of those experiencing food insecurity at the forefront of programming. Our success is created by our focus on alleviating food insecurity (as our sole mission), our attention to the quality of our service delivery, and in creating effective engagement of the community in carrying out our programs.

**Duties & Responsibilities**
**Office Management**:

- Team Direction_
- Maintain a team of volunteers to support general office functions
- _ Work_ with program teams to ensure all Office Admin volunteers have proper information and training for program-related activities
- Provide training and supervision to ensure all guests are received and responded to in a timely and respectful fashion
- Phone support for Office Admin volunteers
- Office Administration_
- Maintain all administrative records including vendor files, contracts, facilities and equipment information, phone lists.
- Manage renewals and subscriptions
- Procure general office equipment and supplies, maintain and review inventory.
- Manage all incoming and outgoing mail
- Ensure strong internal communications throughout staff
- All other duties as assigned by the Executive Director or Director, Finance & HR

**Facilities Operations Management**:

- Physical Site Operations_
- Maintain annual leasing for all ONT sites, _work_ with Finance to ensure timely payments
- Coordinate inspections, licenses and permits
- including health inspections, fire, occupancy, and pest control with department managers. Update postings and process billing (with Finance) to vendors for these inspections.
- Maintain building alarm system, assign codes and train staff, point of contact for security breach, fire drills and other emergency actions
- Manage routine maintenance and scheduling repairs of ONT properties including HVAC, carpentry, cleaning, plumbing and electrical
- Maintain seasonal checklist of all scheduled annual updates, repairs, and inspections
- Address unexpected issues in a timely manner to ensure continuous operations throughout organization
- Business Systems Operations_
- Manage all utilities and serve as primary contract for utility companies, negotiate contracts for energy supply companies, handle monthly billing with Finance
- Manage AVAYA phone system and serve as account administrator responsible for training, system issues/outages, monthly billing, phone assignment changes, updates and additions
- Manage internet and TV services and serve as primary contact for internet company, negotiate contracts, troubleshoot internet problems, maintain Comcast equipment
- Manage printing and reproduction and maintain contracts, billing and maintenance of copier and printers
- Coordinate with Director, Finance & HR to update & maintain labor law poster compliance in all locations.

**IT Liaison and Support**
- Serves as the primary contact for our outsourced IT Support Team. Attends quarterly review meetings, maintains centralized reference binders and processes billing (with Finance).
- Orders, maintains and inventories all IT equipment, including computers, firewall, Wi-Fi, computers and tablets.
- Trains staff on when to connect with IT and when we can troubleshoot internally. Sets up with external IT to provide support and hardware/software when new hires are expected.
- Maintains Google Drive. Serves as internal admin for Google account, G Drive and Gmail. Control all access, recovery and permissions, with support _from_ external IT
- Maintain Emergency Action Plan (EAP)
- Maintains Wireless Internet Security Provider (WISP) policies and procedures; oversee compliance and reporting

**Experience and Key Skills**
- 5+ years of administrative experience, specifically office operations and management
- Experience working with and managing volunteers and/or direct supervisory experience required
- High school diploma or GED required
- Compassion for others and a philosophy that aligns with ONT’s core values of dignity, community and respect
- Strong time-management practices, organization, multi-tasking and project management skills
- Expertise in Microsof

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