Facilities & Operations Coordinator ($23 to $25 hourly)

The Salvation Army Southern California•Ewa Beach, HI

45d•$23 - $25•Hybrid

About The Position

The Facilities and Operations Coordinator (FOC) provides comprehensive administrative and operational support to the Senior Manager, Facilities and Operations (SMFO) and assists in coordinating the day-to-day administrative functions of the Facilities and Operations Department. Responsibilities include document and records management, regulatory and compliance tracking, purchasing and approval workflows, meeting coordination, asset and inventory administration, incident reporting, special projects, and support for departmental and Center-wide events. The FOC serves as an important liaison among Kroc Center departments, Divisional Headquarters, vendors, contractors, and other external parties. The position requires exceptional organization, attention to detail, confidentiality, sound judgment, and the ability to track multiple assignments and deadlines through completion. The FOC will have a deep commitment to the mission of The Salvation Army, which will be evident in his or her professional life and the way he or she represents The Salvation Army Ray and Joan Kroc Corps Community Center in the community.

Requirements

High school diploma or equivalent.
3 to 5 years of proven administrative experience in a large church or corporate setting.
General business knowledge.
Proficiency in Microsoft Office Programs including Excel, Word, Outlook, Power Point.
Excellent oral and written communication skills. Read, write and speak English.
Strong motivational and management skills.
Excellent interaction and phone skills.
Aptitude for learning new systems and software.
Exceptional organizational skills with attention to detail.
High degree of professionalism in dealing with diverse groups of people, staff, managers, and community leaders.
Ability to work with all ethnic and socio-economic populations. Possesses sensitivity and awareness of diverse cultural perspectives and the ability to work with diverse populations.
Ability to demonstrate good judgement, take initiative, anticipate needs, resourcefulness, flexibility, and ability to maintain the highest level of confidentiality.
Able to complete various projects and special assignments by understanding objectives, determining priorities, managing time, and problem-solving.
Must have a valid driver’s license and insured transportation.
The candidate chosen for this position will be required to pass a criminal history information check.

Nice To Haves

BA in Business Administration or any 4-year degree.
5 to 10 years Executive Assistant experience in a large church or corporate setting.

Responsibilities

Maintain regular and punctual attendance.
Be available to work a flexible schedule, including weekends, evenings, and holidays, as needed.
Serve as the Team Leader on Duty (TLD) at least once per month, acting as the Center’s primary on-site management lead and point of contact for customer service, operational, safety, and emergency matters during the assigned shift.
Promote and maintain a diverse, equitable, and inclusive environment for employees, community members, volunteers, and other stakeholders.
Carry out decisions and instructions provided by the Senior Manager, Facilities and Operations (SMFO) in accordance with Salvation Army policies and procedures.
Follow and support compliance with all applicable Salvation Army policies and procedures.
Maintain and uphold the Code of Ethics established for Kroc Center Hawaiʻi.
Attend staff meetings and other assigned administrative meetings.
Perform other administrative duties as assigned.
Provide administrative and secretarial support to the SMFO, including composing routine correspondence to employees, members, volunteers, donors, program participants, external organizations, and other constituents.
Maintain a bring-up and approval tracking system for the SMFO, provide daily status updates, and send routine reminders regarding overdue items.
Create original Excel spreadsheets, Word documents, PowerPoint presentations, and other materials using Microsoft Office and additional applications, as needed.
Schedule, maintain, and update the SMFO’s calendar and appointments.
Prepare agendas for the SMFO’s weekly meetings with direct reports.
Maintain a comprehensive office procedures manual documenting essential responsibilities, processes, and procedures to support operational continuity and succession planning.
Maintain, archive, organize, and routinely clean the Business folder on the O drive.
Maintain and update the RFP Purchasing Manual.
Record minutes at assigned meetings and distribute completed minutes to appropriate parties within three business days. Track action items through completion and maintain strict confidentiality regarding matters discussed.
Serve as backup for meeting-minute responsibilities, as needed. Meetings may include the Safety Committee, Facilities and Operations Department, special task forces, project teams, and other assigned groups.
Coordinate meeting-hosting responsibilities, including invitations, RSVPs, room preparation, and ordering food and beverages, as needed.
Provide backup support for RMS reservation requests.
Serve as a liaison between Kroc Center Hawaiʻi and external parties, as assigned by the SMFO, to coordinate proposals, services, inspections, schedules, and related matters.
Collect statistical information from Kroc Center Facility departments, enter information into the appropriate database, and generate monthly reports for DHQ, as required.
Prepare and process reports and supporting documentation required for annual audits, divisional reviews, and other internal or external reviews.
Maintain confidential files, incident reports, claims, property matters, contracts, licenses, certificates of insurance, and other official records.
Ensure records comply with applicable Salvation Army and federal, state, county, and city requirements and are securely stored and readily accessible when needed.
Track upcoming deadlines and notify the SMFO of items requiring renewal, action, or follow-up, including licenses, permits, contracts, inspections, and other regulatory requirements.
Maintain required licenses and permits for Aquatics, Café, Kitchen, Health and Wellness, Kroc Keiki Learning Center, and other applicable operations.
Maintain records of lost or damaged property and incident reports, assist with reporting and follow-up, and communicate with appropriate personnel and headquarters units.
Serve as the primary point of contact for General Accident and Incident Reports, including coordination with Sedgwick, Legal, and other appropriate parties.
Assist with audit, Legal Department, and Sedgwick inquiries.
Process Certificate of Insurance requests through DHQ.
Coordinate and maintain annual CRR projects and related updates.
Assist the Security Manager with coordinating annual fire and evacuation drills.
Prepare and process TSAMM submissions for review and approval by the Executive Leadership Team, Command Finance Council, Divisional Program Council, advisory committees, and other approving bodies. Track all submissions through completion.
Prepare TSAMM submissions related to Legal, Finance, and IT purchase requests.
Process employee reimbursements and other reimbursement requests, as needed.
Complete daily document ingestion into the Finance Web-AP Workflow system.
Prepare and process Requests for Payment and check requests through the AP Workflow system.
Serve as backup for the postage meter and Pitney Bowes functions, including preparing monthly reports for Accounting.
Establish and maintain asset records for vehicles, radios, keys, computers, furniture, fixtures and equipment, and other assets, as directed by the SMFO.
Track furniture inventory and coordinate furniture orders.
Maintain an inventory of departmental supplies and coordinate supply ordering, including serving as backup for departmental purchasing needs.
Maintain and assign space within the main warehouse and new storage areas.
Serve as the primary point of contact for Xerox copiers, including supplies, service, and repairs.
Serve as the primary point of contact for HP LaserJet printers, including supplies, maintenance, and repairs.
Maintain, assign, and coordinate the upkeep of walkie-talkie radios.
Coordinate the ordering and maintenance of flags.
Assist with administrative and operational support for the Global Leadership Summit and other special events or projects, as assigned.
All other duties as assigned.