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Facilities Operations Supervisor

2 months ago

SaintBrieuc, Bretagne, United States Northern Virginia Family Service Full time

At Northern Virginia Family Service (NVFS), we are dedicated to making a meaningful impact in the lives of families and children in Northern Virginia. Our extensive range of services is designed to provide the necessary resources and support to help individuals at every stage of life reach their full potential and contribute positively to the community. We embrace the diversity of experiences, backgrounds, and perspectives that our team brings, celebrating the unique contributions of each member.

Position Overview: We are seeking a Facilities Operations Supervisor to lead our Workplace Solutions team. In this pivotal role, you will manage all administrative functions at the Fairview site and surrounding facilities, ensuring efficient front desk operations and related activities. You will also play a key role in the management of our Affordable Domestic Units (ADUs) and drive ongoing documentation and process enhancements for the Workplace Solutions team throughout the organization. This position is essential for building and maintaining positive relationships with employees, residents, vendors, and property managers. The ideal candidate will possess strong leadership, organizational, and communication skills, with a focus on process optimization and resident satisfaction.

Compensation and Benefits: We prioritize your well-being, work-life balance, and career growth, offering a comprehensive benefits package to support various aspects of your health and wellness.

Key Responsibilities:

Office Management & Support:

  • Oversee all front desk operations at the Fairview site.
  • Coordinate staffing for the reception area through employees, volunteers, and temporary agencies.
  • Manage the issuance and renewal of employee identification badges and access cards.
  • Collaborate with vendors for the repair and maintenance of office equipment.
  • Accurately record payments received via mail or in person.
  • Ensure monthly reconciliations are completed for various service providers.
  • Build and maintain positive relationships with property managers for assigned facilities.
  • Enhance the WPS SharePoint site for user accessibility.
  • Identify and implement opportunities for process improvements and documentation.
  • Maintain a master list of reliable vendors for critical services.
  • Participate in additional projects as needed.
ADU Management:
  • Assess ADU applications for eligibility and completeness.
  • Prepare lease agreements for approval and signature.
  • Coordinate inspections for new certifications and recertifications.
  • Manage the recertification process for existing residents.
  • Maintain a waitlist of potential ADU applicants.
  • Ensure accurate records and maintenance plans for each ADU property.
  • Manage communication channels to address resident needs promptly.
  • Provide referrals to qualified service providers as necessary.
  • Maintain regular communication with Homeowners Associations.
  • Coordinate resident turnover efficiently.
  • Plan and execute internal and external reporting as required.
Staff Supervision and Development:
  • Identify staffing needs and collaborate on talent development goals.
  • Conduct regular supervision in line with program guidelines.
  • Exhibit professionalism, integrity, and empathy in leadership.
Qualifications:
  • Minimum of two years of experience in administrative support and front desk management.
  • At least one year of experience in tenant relations or property management.
  • Proficient in essential technology tools, including MS365 Suite.
  • Fluency in English; Spanish language skills are a plus.
  • Strong communication skills with a customer service focus.
  • Able to work collaboratively across various functions.
  • Quick learner with adaptability to new systems.
Additional Requirements:
  • Successful completion of background checks upon hire.
  • Availability to work beyond standard hours as needed.
  • Reliable transportation for site visits.
  • Physical ability to perform tasks such as lifting and carrying up to 50 lbs.
Northern Virginia Family Service is committed to equity, diversity, and inclusion, and is an equal opportunity employer. We encourage individuals from diverse backgrounds to apply.