Facilities and Event Operations Administrator

2 weeks ago

Oviedo, Florida, United States Onsite Safety Inc Full time
Job Overview

The Facilities and Event Operations Administrator plays a crucial role in assisting the Facilities and Event Logistics Coordinator, collaborating closely with the Leadership Team to ensure the effective management and organization of all facility-related tasks, projects, and event logistics for Onsite Safety Inc. This position is vital for maintaining the physical environments, including offices and other properties, while ensuring that events and projects are executed flawlessly.

Key Responsibilities

Collaboration and Communication:

  • Work in partnership with the Facilities, Projects, and Event Logistics Coordinator and various departments to guarantee smooth coordination of events, projects, and facility management.
  • Engage effectively with both internal and external stakeholders to provide updates and resolve any issues.
  • Build and maintain strong relationships with vendors, contractors, and service providers.

Facilities Management:

  • Assist in overseeing daily operations of the facility, ensuring maintenance, security, and cleanliness are upheld.
  • Coordinate schedules and maintain records for external service providers conducting repairs and maintenance.
  • Conduct regular facility inspections to identify and report any issues to the Coordinator.
  • Manage inventory of supplies and equipment, ensuring availability and functionality.

Project Management:

  • Support the Coordinator in planning and executing projects, ensuring timely and budget-compliant completion.
  • Monitor project milestones, deliverables, and deadlines.
  • Prepare necessary project documentation, including schedules and budgets.
  • Assist in managing project finances and tracking expenses for cost efficiency.

Event Logistics:

  • Assist in planning and coordinating logistics for events, including setup and teardown processes.
  • Communicate with event organizers to understand requirements and ensure all logistical needs are fulfilled.
  • Help arrange necessary equipment and materials, such as audiovisual tools, decor, seating, and catering.
  • Coordinate with vendors to ensure timely delivery and setup for events.
  • Support in managing event budgets and tracking expenses for cost-effective solutions.

Administrative Duties:

  • Maintain accurate records of facility, project, and event operations.
  • Utilize and manage the work management platform to track tasks and schedules.
  • Assist with scheduling and provide administrative support as needed.
  • Respond to inquiries from staff and visitors in a professional manner.

Qualifications:

  • Strong organizational and multitasking abilities with attention to detail.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite and relevant software.
  • Experience with work management platforms is advantageous.
  • Ability to work flexible hours, including evenings and weekends, if required.
  • Strong problem-solving skills and capacity to work under pressure.
  • Knowledge of health and safety regulations and best practices.

Onsite Safety, Inc. is an Equal Employment Opportunity (EEO) employer and maintains a Drug-Free Workplace, prohibiting discrimination based on age, race, color, gender, sexual orientation, national origin, religion, marital status, citizenship, disability, or veteran status.

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