Site Administrator

2 weeks ago

Costa Mesa, United States Human Options Full time
Job Details

Level
Experienced

Job Location
Costa Mesa - Costa Mesa, CA

Position Type
Full Time

Education Level
2 Year Degree

Salary Range
$25.00 - $28.00 Hourly

Job Shift
Day

Description

Summary

Under the direction of the Residential Director, the Site Administrator coordinates site support services, including program and administrative assistance, and facilities management. The Site Administrator will work closely with staff, outside vendors, volunteers, donors, and clients to provide a full range of support to facility management, processes, and procedures.

Duties and Responsibilities
  • Site Administration and Management
    • Act as the project manager on all capital improvement projects (procurement and supervision).
    • Coordinate all facilities management: source, administer, and manage vendor contracts; review quotes and invoices for accuracy to ensure all work is completed in a satisfactory and timely manner; verify vendor payments and follow payment procedures in full compliance with Human Options' financial policies and guidelines; coordinate task list for handyman and verify completion
    • Coordinate turn-around time of rooms and units that is timely and efficient to ensure maximized availability at Family Healing, Second Step, and Third Step.
    • Responsible for maintenance and/or repair issues of units to ensure two week turn-around time.
    • Maintain inventory of client supplies and office supplies; maintain systems and facilitate process to collect and process client fees; maintain a tracking system of all reserve and repair projects for residential sites; maintain the overall aesthetic of all sites, such as organizing, cleaning, decluttering, and beautification; aintain an efficient filing and record keeping system for site administrative and client files.
    • Respond to client requests for reasonable accommodation in relation to facilities.
    • Conduct and document unit inspections with clients upon move-in and move-out to address any maintenance and/or repair issues.
    • Coordinate and schedule maintenance needs and requests across all programs and facilities.
    • Provide support and assistance to community partners during on-site and/or service projects.
  • Administrative Support
    • Provide linkages and phone screenings for callers.
    • Produce drafts and final copies of correspondence, reports, forms, charts, and other printed materials.
    • Assist with administrative duties as needed, such as filing, photocopying, answering phones, and greeting visitors and clients.


Qualifications
  • Associate degree or commensurate work experience required.
  • Bachelor's degree in Business Administration or related field preferred.
  • Experience working with families in crisis preferred.
  • Excellent written and verbal communication skills.
  • Strong organizational skills a must.
  • General knowledge of office management principles and procedures.
  • Exceptional customer service skills.
  • Proficiency in Microsoft Office, including Outlook, Word, and Excel and working knowledge of computer database program entry and report generation.
  • Complete the 40-hour Domestic Violence Advocate certification training post-hire.


Prospective employees must pass a background screening to the satisfaction of the agency prior to placement. Since background screenings take time to complete, applicants are encouraged to apply early.

We are an equal opportunity employer and value diversity at our organization. We strongly encourage survivors of domestic violence to apply. We strongly encourage applicants of diverse race, color, age, religion, gender, gender identity, sexual orientation, national origin, marital status, veteran status, disability status, or any other status protected by federal, state, or local law to apply. All employment is decided based on qualifications, experience, merit, and business needs.

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