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Facilities Operations Specialist

2 months ago

Marquand, Missouri, United States Indianapolis Airport Authority Full time
POSITION OVERVIEW

The Facilities & Operations Coordinator plays a crucial role in ensuring the seamless operation of facilities and administrative functions. This position supports the General Manager and various departments, requiring a high level of initiative, independent judgment, and confidentiality. The coordinator will manage multiple projects simultaneously, ensuring timely follow-through on all tasks, including correspondence, document management, and office administration.

KEY RESPONSIBILITIES
  • Assist the Treasurer with operational aspects related to the management and oversight of the Operating Budget.
  • Provide essential data for monthly billing and inventory reconciliation.
  • Facilitate resolution of outstanding account balances.
  • Oversee the organization of both electronic and physical office files, including legal documentation.
  • Manage inventory of access keys and office supplies.
  • Coordinate mail services for both internal and external communications.
  • Process business expense reimbursements for staff as needed.
  • Support the administration and research of Lease and Service Provider Agreements, including the preparation and distribution of legal documents.
  • Maintain and update content within the organization's database.
  • Prepare board packet documents for meetings.
  • Assist in marketing efforts, including the preparation of promotional materials.
  • Conduct compliance audits for federal operating standards.
  • Manage the public warehouse operations, including scheduling and inventory tracking.
  • Research potential clients and facilitate introductory meetings.
  • Support compliance with contract terms for tenants and service providers.
  • Coordinate data entry for capital budgets across departments.
  • Generate various reports on a regular basis.
  • Track and manage purchase orders using the designated software.
QUALIFICATIONS
  • Degree from an accredited institution, with relevant coursework preferred.
  • Proficient in Microsoft Office Suite and other relevant software.
  • Ability to perform all physical and cognitive tasks as outlined in the job description.
LICENSES AND CERTIFICATIONS
  • Valid driver's license with a good driving record.
  • Ability to pass required security checks.
  • Capability to perform essential job functions without posing a safety risk.
WORK ENVIRONMENT AND PHYSICAL DEMANDS

This role requires a combination of office work and occasional exposure to outdoor conditions. The employee must be able to perform physical tasks, including lifting up to 25 pounds. The position demands a high level of independence while also collaborating with team members. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.