Facilities Operations Administrator

The Hotchkiss School•Lakeville, CT

13h•Onsite

About The Position

The Facilities Operations Administrator innovates, implements, and manages systems for effective facilities operations. They manage the day-to-day operations of the facilities office, including, but not limited to: work order assignment and distribution, establishing priority tasks, and maintaining systems for compliance and safety. The Administrator supports the Director of Facilities and general office assistance through a variety of tasks related to organization and communication. The Administrator is able to communicate effectively via phone, email, and online systems, ensuring that all Administrator duties are completed accurately, delivered to a high standard, and in a timely manner. The Administrator relies on their experience and judgment to plan and accomplish goals.

Requirements

High school diploma or equivalent required.
Applied computer skills, including proficiency in Microsoft Office Suite applications, Google Docs/ Sheets, Gmail, Google Calendar, CMMS Systems, and the ability to learn new software.
Demonstrated proficiency in business writing and oral communication using correct spelling and grammar.
Proficient and accurate typing skills.
Ability to plan, organize, and prioritize work to maintain workflow consistent with the pace of the office and in order to meet schedules and timelines.
Must be able to learn, interpret, and apply knowledge of facilities and general school operations.
Excellent interpersonal skills with the ability to communicate with students, staff, parents, and the public using patience and courtesy, and in a manner that reflects positively on the department and the school.
Ability to independently, and with minimal instruction, perform all of the duties of the position efficiently and effectively.

Nice To Haves

Two years of college or business school is preferred or any combination of education, training and experience that provides the knowledge, skills and abilities required for this position.
Experience in construction, facilities management, asset management, insurance or risk management, or a related field is preferred.

Responsibilities

Provide overall operations management of the facilities office.
Greet all Facilities Office guests and execute follow-up communications to deliver a high standard of customer service.
Act as liaison for the Facilities Department and build effective working relationships with internal and external customers using professionalism, discretion, and good judgment.
Receive all contractor/consultant invoices, review (or ensure proper School representative reviews) for accuracy, and process each for payment through the Business Office.
Maintain an environment that is welcoming and inclusive to persons of all backgrounds and roles.
Receive, screen, and direct phone calls, take messages, and answer questions.
Send out Facilities announcements and communications as needed or directed.
Persist in accomplishing objectives with excellent attention to detail.
Maintain the Director of Facilities’ calendar.
Prepare, coordinate, and organize meetings as required, including room reservations, attendee notifications/confirmations, and distribution of meeting materials when needed.
Maintains office supplies and equipment.
Maintains the uniform purchase and replacement process.
Establish and maintain electronic and hard copy filing systems.
Maintains contractor and vendor files that are relevant to the Assistant’s routine contacts.
Sort and direct mail.
Efficiently utilize online tools to ensure facilities work assignments are designated to the appropriate person or area, including but not limited to: Manage the online work order system (Brightly) for all community services and trades.
Prioritize work requests, including emergencies, and distribute them to appropriate personnel or vendors.
Professionally communicate when a work request is not a priority, not within the budget, or is not an authorized service provided by facilities.
Manage compliance and risk management under facilities, including but not limited to: Thoroughly and consistently monitor, review, and collect Certificates of Insurance from outside contractors, confirming proper limits against standard protocol, in-force (active) insurance coverage, and identifying questionable situations that may require additional insured clauses.
Work collaboratively with the Business Office and the insurance company to support risk management.
Work collaboratively with facilities supervisors and vendors to provide annual energy usage reports to outside compliance consultants.
Maintain reports on fuel usage and generator testing.
Quarterly submission of reports to CTDEEP and other government offices.
Prepare and maintain Excel worksheets, forms, tables, reports, questionnaires, and other documentation required to manage and track Environmental Protection Agency and Department of Energy and Environmental Protection Compliance data requirements for electric, oil, propane, fuel, waste, air, water, asbestos, lead, and radon.
Provide this data on a demand basis to State Inspectors and community members as it relates to State Regulations and all safe workplace.
Provide monthly compliance data reports to the school consultants for use by the Chief Financial Officer.
Maintain records pertinent to facilities that are required by other local, state, and federal regulatory agencies, including but not limited to the Department of Health, Fire Marshal, Building Official, Conservation Commission, Planning and Zoning, State Elevator Inspector, etc.
Provide annual energy usage reports to outside compliance consultants to satisfy NOx compliance, Tier II compliance, Emissions and Heating Equipment Operations compliance.
Maintain MSDS sheets and required postings.
Create/Maintain Excel spreadsheets for planning and budgeting purposes that capture all building data, including material construction, square footage, room numbers and size, renovations, and replacement costs.
Additional duties as needed and assigned.