Construction and Maintenance Office Manager

Fort Worth Zoo•Fort Worth, TX

3d•Hybrid

About The Position

This position manages and coordinates the construction and maintenance department's day-to-day administrative functions and operations, ensuring efficient workflows, timely completion of administrative responsibilities, and effective support for departmental staff and operations. The role involves serving as the primary administrative point of contact, providing guidance to administrative staff, maintaining departmental calendars, and managing project files. It also includes communicating with vendors, overseeing expense reports, processing purchase orders, and managing inventory. A key responsibility is managing and supporting the department's CMMS software, including data entry, work order tracking, and user training. The position also provides administrative support for employee timekeeping, training records, and onboarding. Additionally, it involves coordinating with the finance department, assisting with maintenance requests, ordering supplies, and performing other related duties as assigned. The role requires maintaining regular attendance and potentially working modified schedules. The supervisory responsibilities include providing direction, supervision, and evaluation of staff, planning and coordinating work, selecting, hiring, training, and motivating personnel, monitoring the work environment, and communicating information to staff.

Requirements

Excellent organizational, time management, and multitasking skills
Strong written and verbal communication skills
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
Ability to maintain accurate records and prepare detailed reports
Strong customer service and interpersonal skills
Ability to prioritize multiple projects while meeting deadlines
Knowledge of purchasing procedures, invoice processing, and budget tracking
Ability to work independently while supporting a collaborative team environment
High level of professionalism, discretion, and attention to detail
Ability to maintain confidentiality and exercise sound judgment
Ability to work effectively with employees, contractors, and vendors
Valid driver's license with acceptable motor vehicle record to maintain Zoo standards of insurability
High school diploma or GED required
Three to five years of administrative, accounting, or office management experience, preferably in a construction, facilities management, or maintenance work environment
Experience with CMMS, work order management systems, or similar database-driven software application
Experience with purchasing, invoicing, budget tracking, and document management

Nice To Haves

Associate’s degree in business administration, facilities management, or a related field preferred
Knowledge of construction terminology, maintenance operations, and facility management practices preferred
Equivalent combinations of education, certifications, training, and relevant experience that demonstrate the ability to perform the essential functions of the position may be considered

Responsibilities

Serve as primary administrative point of contact for the construction and maintenance department
Provide guidance and direction to administrative staff, including assigning, coordinating, and prioritizing office responsibilities to ensure efficient and timely completion of departmental administrative functions
Maintain departmental calendars, meeting schedules, and appointments; ensure timely communication of changes, priorities, and upcoming commitments
Prepare, maintain, and organize construction project files, maintenance records, permits, warranties, equipment manuals, vendor documentation, contracts, and other departmental records to ensure accuracy, compliance, and easy retrieval
Communicate with vendors to coordinate deliveries, service schedules, invoicing, and order status, ensuring projects and maintenance activities remain on schedule; assist with contract and service agreement administration
Oversee the preparation and submission of monthly expense reports and assist with monitoring departmental expenditures to ensure accurate tracking and appropriate use of department funds
Manage the processing of purchase orders, invoices, receipts, and other purchasing documentation, ensuring accuracy, appropriate authorization, and timely processing
Assist with sourcing and acquiring materials and supplies; maintain accurate records and inventory of supplies, parts, and materials to support departmental operations and ensure adequate availability
Maintain and manage regular contracted services and agreements, including fuel, waste services, and pest control
Manage and support the department’s CMMS software by maintaining accurate work order information, ensuring consistent data entry, and assisting staff with system-related processes and procedures; monitor work order status by tracking progress, identifying delays or outstanding items, and confirming timely completion of work
Coordinate application and user setup for the CMMS; assist with workflow development and configuration; facilitate testing of software functionality; and develop and implement training to ensure proper and consistent use of the application
Assist with/participate in construction and maintenance application screening and interviews as needed
Provide administrative support for employee timekeeping, attendance, scheduling, and related records, ensuring accurate and timely processing of payroll-related information
Maintain employee training, certification, and license records; monitor expiration dates, coordinate renewal activities, and ensure documentation is current and complete
Maintain and update inventory records for construction and maintenance supplies, equipment, tools, parts, and materials, ensuring information is accurate, organized, and readily available
Ensure accurate and timely documentation of daily and weekly construction and maintenance worksheets to support project tracking, reporting, compliance, and departmental recordkeeping
Develop and improve administrative procedures to increase efficiency and organization
Support new hire onboarding by ensuring employees receive necessary training, tools, uniforms, and other resources
Coordinate with the finance and accounting department to ensure purchases and payments are accurately authorized, processed, and completed on time
Assist with incoming maintenance requests and project updates by monitoring phone, email, and radio communications
Order and maintain adequate supplies of custodial, office, and other departmental materials
Perform other related duties and responsibilities as assigned
Maintain regular and punctual attendance
Work a modified schedule as needed and determined by management to support departmental operations, project requirements, and operational priorities
Provide effective direction, supervision, and evaluation of staff; provide ongoing coaching/guidance
Plan, direct, and coordinate the work plan for staff; assign work activities and projects; continuously review and evaluate methods and procedures
Select, hire, train, motivate and evaluate assigned personnel; provide or coordinate employee training; work with subordinate employees to correct deficiencies and resolve problems
Monitor work environment of staff; participate in the review, investigation and implementation of discipline and termination procedures in conjunction with human resources
Communicate information to staff as appropriate

Benefits

Medical and Prescription Drug (Employee Coverage 90% Employer Paid, Dependent Coverage 55% Employer Paid)
Vision
Dental
Basic Life AD&D (100% Employer Paid)
Short Term Disability (100% Employer Paid)
Long Term Disability (100% Employer Paid)
Supplemental Life
Flexible Spending Account
401k
Paid Time Off (Accrual Equivalent to 5 Weeks Per Year)
PTO Rollover
PTO Sell Back
Free Zoo Membership
Free Guest Passes
Discounts on Food, Merchandise, Attractions, Admission and Programs