Facilities Operations Supervisor

Adler Planetarium•Chicago, IL

3d•$19 - $23•Onsite

About The Position

The Adler Planetarium is seeking a Facilities Operations Supervisor to join our dynamic team located on Chicago's Museum Campus. This position manages the facilities management software (CMMS), supervises the Operations Support Team, and provides administrative support for the Facility Department. The position is normally scheduled Monday-Friday, 8 am-3:30 pm, with occasional flexible days and/or shifts based on operational needs. This individual will also be responsible for: Facilities Management Software Management Administration of the system, user profiles, and work orders to ensure data integrity. Overseeing the lifecycle of work orders from creating and updating them to tracking and closing them for maintenance staff and vendors. Tracking invoice information to tie purchases and rendered services to work orders and asset information. Tracking information and updates for facility assets, parts inventory, key management, and other facility management modules. Team Supervision Assisting the Senior Facilities Operations Manager with recruiting and training new staff. Scheduling and delegating tasks to the Operations Support Team. Coordinating grounds-keeping schedules to maintain the lawns and overall care of the exterior property. Handling special mailing and freight requests or inquiries. Tracking the progress of office renovations and painting projects. Scheduling supply inventory checks and making approved purchases as needed. Tracking setup and reset details for daytime events (internal events, public activities, special meetings, etc.) to ensure event setups and resets are completed properly. Conducting regular quality control and general facility inspections, and monitoring facility reports. Conducting general grounds-keeping, mail distribution, office renovations, supply inventory, Adler van inspections, and event setups or resets if needed to cover team shifts occasionally. Vendor Management Assisting with tracking vendor services and escorting vendors as needed. Tracking invoices, addressing invoice concerns with vendors as needed. Setting up vendors for Accounts Payable and updating the vendor contact list. Filing reports and COIs. Administrative Support Researching supplies and equipment, and ordering and tracking approved purchases. Managing the maintenance and inventory of the two-way radio equipment. Organizing and updating electronic documents, the department’s intranet page, and other internal references. Providing support as needed for planned projects and initiatives. Managing staff onboarding and departures regarding ID badges, keys, staff lockers, uniforms, etc. Coordinating and facilitating first aid certifications for internal staff. Performing other maintenance and administrative duties as needed.

Requirements

High school diploma or GED
Two years or more of professional work experience in facility operations, property management, office/business administration, project management, or similar.
Basic knowledge of computers and Google Suite.
Basic skills in operating hand tools.
Demonstrated experience in strong attention to detail, organization, communication, and task management.
Able to perform maintenance and office duties.

Nice To Haves

A Certification or Associate's Degree in facility operations, property management, office/business administration, project management, or similar.
Three or more years of professional work experience in facility operations, property management, office/business administration, project management, or similar.
One year or more of professional work experience in a leadership/supervisory role.
Prior experience with software in work order management, facilities management, and/or project management.

Responsibilities

Administration of the system, user profiles, and work orders to ensure data integrity.
Overseeing the lifecycle of work orders from creating and updating them to tracking and closing them for maintenance staff and vendors.
Tracking invoice information to tie purchases and rendered services to work orders and asset information.
Tracking information and updates for facility assets, parts inventory, key management, and other facility management modules.
Assisting the Senior Facilities Operations Manager with recruiting and training new staff.
Scheduling and delegating tasks to the Operations Support Team.
Coordinating grounds-keeping schedules to maintain the lawns and overall care of the exterior property.
Handling special mailing and freight requests or inquiries.
Tracking the progress of office renovations and painting projects.
Scheduling supply inventory checks and making approved purchases as needed.
Tracking setup and reset details for daytime events (internal events, public activities, special meetings, etc.) to ensure event setups and resets are completed properly.
Conducting regular quality control and general facility inspections, and monitoring facility reports.
Conducting general grounds-keeping, mail distribution, office renovations, supply inventory, Adler van inspections, and event setups or resets if needed to cover team shifts occasionally.
Assisting with tracking vendor services and escorting vendors as needed.
Tracking invoices, addressing invoice concerns with vendors as needed.
Setting up vendors for Accounts Payable and updating the vendor contact list.
Filing reports and COIs.
Researching supplies and equipment, and ordering and tracking approved purchases.
Managing the maintenance and inventory of the two-way radio equipment.
Organizing and updating electronic documents, the department’s intranet page, and other internal references.
Providing support as needed for planned projects and initiatives.
Managing staff onboarding and departures regarding ID badges, keys, staff lockers, uniforms, etc.
Coordinating and facilitating first aid certifications for internal staff.
Performing other maintenance and administrative duties as needed.