Facilities Operations Administrator

Na Ali'i Consulting & Sales, LLC.•Arlington, VA

13d•$65,000 - $70,000

About The Position

Nakupuna Companies is looking for a Facilities Operations Administrator to support the success of the Nakupuna Companies by providing facilities and workplace operational support in a fast-paced office environment with various tasks and functional activities. The Facilities Operations Administrator supports the success of the Nakupuna Companies by administering facilities programs and business operations across assigned locations. The position evaluates operational needs, develops and implements processes, administers vendors and service agreements, monitors expenditures and service performance, and advises facilities leadership and internal stakeholders on practical courses of action for implementation. The position's primary duty is administration of facilities and workplace operational support directly related to management and general business operations. The employee is expected to compare alternatives, develop and interpret policies and operating requirements, prioritize complex assignments, and exercise discretion and independent judgment on matters affecting cost, service continuity, risk, compliance, workplace experience, and operational effectiveness. This position reports directly to the Facilities Project Manager.

Requirements

Organizational and planning skills, discretion, technical knowledge, analytical skills, time management, excellent communication, customer service, and problem-solving skills.
Thorough knowledge of Microsoft Office 365, Windows, Office, and desktop software.
Experience independently administering complex assignments, evaluating vendors or service options, tracking budgets or performance, and advising management is strongly preferred.
Must be a U.S citizen

Nice To Haves

Bachelor's degree in facilities management, business administration, operations, project management, or a related field is preferred. An associate degree plus substantial relevant experience, or an equivalent combination of education and experience, may be considered.
Experience serving in or working for the U.S. military is also highly desirable.

Responsibilities

Independently evaluates facilities issues, available resources, service risks, and competing priorities; selects or recommends an appropriate course of action within delegated authority.
Develops, interprets and implements facilities policies, standards, service levels, and operating practices; recommends exceptions or revisions when business conditions warrant.
Leads significant assignments with limited day-to-day direction and coordinates cross-functional stakeholders, vendors, property managers, and service partners through completion.
Make recommendations that may materially affect operating cost, vendor performance, employee safety, regulatory readiness, business continuity, and the use of company space and assets.
Resolve facilities matters within delegated authority and escalate significant matters outside delegated authority while providing management with a documented assessment, alternatives, cost or risk implications, and a recommended resolution.
Administer assigned facilities programs and operating practices across one or more locations, ensuring consistent service delivery and alignment with organizational objectives.
Assess operational conditions, identify gaps or recurring issues, determine root causes, and implement sustainable corrective actions rather than relying solely on transactional fixes.
Develop, document, maintain, and improve facilities policies, standard operating procedures, service standards, playbooks, and internal controls.
Establish priorities for work orders, preventive maintenance, repairs, space needs, and service requests based on urgency, business impact, risk, cost, and available resources.
Administer central workplace services, including building operations, reception, cleaning, catering, parking, shipping, conference room services, office equipment, and workplace technology support.
Serve as a subject-matter resource for facilities processes and advise employees and leaders on requirements, options, and resolution paths.
Monitor facilities operations and identify opportunities to improve efficiency, service delivery, cost effectiveness, safety, and employee workplace experience.
Develop scopes of work, solicit/analyze vendor proposals, and recommend selections based on technical, risk, and cost factors.
Manage vendor relationships, onboarding, compliance/insurance documentation, performance tracking, and contract renewals.
Partner with Contracts, Procurement, Accounts Payable, and property management to resolve performance or payment issues.
Monitor contractor compliance with scope, schedule, budget, and safety expectations, demanding corrective action when necessary.
Authorize routine expenditures within delegated limits and escalate thresholds requiring higher approval.
Oversee all activities inside the building, ensuring health and safety standards are met and arranging for repairs when needed.
Manage central services such as reception, cleaning, catering, and parking as needed.
Evaluate facilities and office equipment service needs and coordinate appropriate vendor or service response under applicable maintenance agreements.
Work with property management, service providers, and internal stakeholders to address building-related issues affecting business operations.
Conduct monthly facilities and preventative maintenance assessments to identify deficiencies, operational risks, recurring issues, and potential improvements.
Serve as primary facility point of contact for access control, coordinating access requirements, resolving access-related issues, and partnering with Security, property management, and other stakeholders.
Oversee and coordinate maintenance and repair activities for facilities and equipment.
Oversee facility refurbishment, renovations, remodels, and construction.
Identify and implement facilities Standard Operating Procedures to increase effectiveness and efficiency.
Additional projects and responsibilities may be assigned based on business needs.