Facilities Operations Administrator

Summary: The Facilities Operations Administrator reports to the Chief Administrative Officer and supports the Facilities and Office Operations team with the day-to-day operations of 11 office locations. The Administrator will manage administrative tasks and support the CAO in project management.Job Duties:The following are essential job duties and responsibilities of the Facilities Operations Administrator. This list is not exhaustive, and other duties may be assigned as necessary.Responsibilities include:Supporting Office Services, Mailroom and Reception operations to ensure optimal coverage and completion of tasks.Managing hospitality related ordering and inventory for all offices.Managing vendor agreements including but not limited to shredding, production equipment, outsourced staff, office supplies, catering and refreshments.Ordering and approving purchases of offices supplies.Processing invoices for payment and monitoring budgets.Performing regular inspections of space to identify and address issues and ensure a clean and safe work environment.Managing internal office and furniture moves as well as reconfiguring offices as required.Monitoring and updating reservation system to ensure accurate inventory of available space.Supporting the Chief Administrative Officers on special projects related to office facilities, including office construction and refurbishments.Performing other duties as assigned.Requirements:Education: Bachelor's degree or equivalent experience.Experience: 2-3 plus years in an operations, facilities, or procurement role is required.KnowledgeSkills and Abilities:Strong communication skills and ability to work well with all levels of Firm personnel, clients, and vendors.Strong organization skills. Ability to manage multiple projects and changing priorities.Experience with project management, project management software, invoice processing all strongly preferred.Ability to work both independently and as part of a team.Ability to exercise discretion.Advanced proficiency with the Microsoft Office Suite, including Excel is required.Essential Demands of the Role:Ability to be in the office daily, working a full day. Flexibility with work schedule and ability to work overtime as needed, which may include early morning, evening.Ability to travel on occasion to other office locations.Prolonged periods sitting at a desk or standing; using computer equipment.

Created: 2025-02-21