Facilities Administrator Supervisor

Summary

Post

Under the direction of the Chief Financial Officer, the Facilities Administration Supervisor is responsible for overseeing office support services for HRC’s staff and visitors. The Facilities Administration Supervisor will lead a team of five (5)—Receptionists, Team and Office Assistants. This position works closely with the Facilities Maintenance Supervisor, Manager of Emergency Services, and Information Technology Team. This is an exempt position.

Responsibilities

  1. Supervise Receptionists who greet and direct visitors and operate the company switchboard and route all Facilities related requests;
  2. Responsible for the management of HRC’s phone system and directory, including account maintenance, and maintaining call flows/scripts within the phone system with assistance from the Director of Information Technology;
  3. Manage office support functions including all aspects of mailroom operations; purchase, distribution, and inventory management of office supplies
  4. Oversee conference room scheduling, assist with planning of conference room set ups, including audiovisual needs;
  5. Oversee building access/key cards, maintaining access levels and identification photos;
  6. Works with the Facilities Maintenance Supervisor to monitor Facilities requests and, with the Facilities Project Manager as well, the impact of Facilities projects to office operations;
  7. Assist the Manager of Emergency Services with the maintaining and updating HRC’s Emergency Operations Plan (EOP), policies, and procedures related to emergency preparedness, safety, and security for the Agency;
  8. Monitor and manage all operating expenses related to facilities administration and office support;
  9. Develop, document, update and communicate policies, procedures and schedules;
  10. Participate in the recruitment, interviewing and hiring process of direct reports; assign work and review progress; evaluate performance.

Qualifications

Education and work experience:

  • Bachelor’s degree preferred;
  • At least three (3) years of experience in administration and supervising others;
  • Bilingual Spanish preferred;
  • Nonprofit experience a plus.

Knowledge/skills:

  • Ability to interpret, apply and explain regulations, policies and procedures;
  • Strong problem solving and critical thinking skills, ability to respond to urgent issues, and think clearly under pressure;
  • Excellent leadership, communication, organizational, project and time management skills;
  • Working knowledge of and ability to utilize Microsoft Office applications, particularly Excel, Word, and Adobe;
  • Must be able to lift up to 15 lbs. periodically;
  • May work occasional nights, weekends, and holidays.

Salary will be commensurate with experience; a comprehensive benefit package is also provided.

Other Requirement:

Upon job offer acceptance, candidates will be required to show proof of COVID-19 vaccination and booster if eligible. A reasonable accommodation may be requested for an exemption from the COVID-19 vaccination & booster requirement.

Equal Opportunity Employer

Please submit cover letter and resume to HR@harborrc.org.