Facilities & Administrative Manager

IMPROVE YOUR TOMORROW • Sacramento, CA

1d • $28 - $33 • Onsite

About The Position

The Office and Administrative Manager reports directly to the Chief Financial and Administrative Officer and is responsible for the comprehensive oversight of Improve Your Tomorrow’s physical spaces and administrative operations. This role ensures that all facilities, existing and new, are well-maintained, compliant, functional, and welcoming, while also supporting the administrative infrastructure that enables organizational effectiveness. This individual will lead vendor and contractor management, oversee office and fleet logistics, ensure compliance with building and safety codes, manage budgets related to facilities and administrative functions, and provide high-level administrative support across departments. The ideal candidate is detail-oriented, solutions-driven, and proactive, with strong project management skills and the ability to independently lead cross-functional tasks that support IYT’s growth and operational excellence.

Requirements

• Believe in the mission, vision, and values of IYT
• Associate degree acceptable. Bachelor’s degree preferred.
• Proficiency in administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
• Excellent organizational skills, ability to prioritize, and comfortable working independently
• Exceptional oral and written communication skills
• Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills
• Highly organized and detail-oriented
• Ability to carry out instructions provided either in writing or orally
• Ability to self-motivate to achieve results
• A multi-tasker with a solid ability to work under pressure
• Proficient computer skills with PC and Mac operating systems and ability to use general office equipment
• Adaptable and dependable with a solid attendance record
• Use standard office equipment, including computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from off-site locations

Responsibilities

• Oversee the management and upkeep of all IYT facilities and office spaces, including new construction projects, expansions, and renovations.
• Conduct weekly facility inspections to ensure cleanliness, safety, and functionality, including removal of outdoor debris and cobwebs, and take corrective actions as needed.
• Oversee and serve as the main point of contact for all facilities-related vendors, contractors, and staff.
• Source, evaluate, and negotiate with contractors for services including maintenance, construction, and repairs.
• Obtain bids and manage vendor relationships to ensure quality and cost-efficiency.
• Manage building access systems, including distribution of keys and oversight of alarm code security.
• Lead and coordinate logistics for after-hours building use and events.
• Oversee van fleet logistics, including vehicle maintenance scheduling, registration renewals, fuel cards, and driver assignments.
• Coordinate seating assignments, furniture procurement, and workspace set-ups for new and existing staff.
• Monitor and manage all maintenance, repair, janitorial, landscaping, etc. needs across IYT locations.
• Support new office expansions by managing lease logistics, setup, and vendor coordination in collaboration with regional leaders.
• Supervise front-desk operations including greeting guests, answering the central phone line, and directing inquiries to the appropriate team members.
• Ensure all IYT buildings remain compliant with local, state, and federal code requirements, including fire safety systems, sprinkler inspections, occupancy permits, and routine compliance checks.
• Maintain organized and professional shared spaces such as the reception area, conference rooms, storage rooms, and breakroom.
• Oversee ordering and inventory of office (including business cards) and breakroom supplies, ensuring consistent stock levels and cost-efficiency.
• Sort and distribute incoming mail and deliveries promptly.
• Provide high-level administrative support, including writing and editing memos, letters, contracts, and other documents.
• Manage conference room bookings, maintain meeting calendars, and support logistics for internal and external meetings.
• Communicate with IYT’s insurance broker to request certificates of Iinsurance, provide required documentation, and support the timely completion of annual insurance renewal paperwork.
• Ensure timely submission of business licenses and other required filings to remain in compliance with local, state, and federal regulations.
• Draft and manage service contracts, school district agreements, and vendor agreements in collaboration with finance and leadership teams.
• Serve as a liaison to the finance team by managing vendor accounts, submitting bills for payment, and ensuring vendor services are uninterrupted.
• Manage budgets related to facilities, fleet operations, office supplies, and vendor services, ensuring expenditures align with organizational priorities and are allocated and tracked accurately.
• Create and maintain a facility usage manual for regions to use as they obtain new facilities.
• Build and maintain trusting relationships with vendors, contractors, colleagues, and community partners.
• Provide project management support for organization-wide administrative and facilities initiatives.
• Perform additional duties as assigned by leadership.

Benefits

• Benefits include Medical, Dental, Vision, Life AD&D, Voluntary Life AD&D, EAP and a 403(b) retirement with 3% employer match after one year of employment.
• We also provide 2 weeks of accrued paid vacation and paid time off for school breaks.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree