Administrative Manager of Facilities

1. POSITION STATEMENT: The Administrative Manager of Facilities is responsible supporting and assisting the Director of Facilities and the facilities team in all office procedures and tasks as assigned by the Director of Facilities.

1. RESPONSIBILITIES OF THE JOB AND ESSENTIAL ELEMENTS:
2. Core Responsibilities:
   • Support the management of all properties using the AppFolio Property Management System to include:
     • Managing the work order process
     • Assignment of work orders
     • Maintaining property inventory and property information
     • Maintain and update property documentation
     • Provide reporting as needed in support of the maintenance program
   • Assist in the preparation and submission of purchase orders, receipts, and bids/bid summaries.
   • Coordinate/ Schedule Required Inspections as needed including but not limited to:
     • Water Tests
     • Furnace Inspections
     • Septic Systems
     • Fire Systems
     • Property Inspections
   • Assist in the management of the outside vendors and independent contractors
     • Assist in identifying needed vendors.
     • Prepare and secure required documentation.
     • Secure quotes for outside work as required.
     • Assist with issues at work sites relating to vendors and contractors
   • Rental and Lease Management
     • Manage the leasing and rental programs process
     • Prepare leases and permit sticker when lease is executed.
     • Follow up on any past due payments or issue with a particular lease.
     • Dispatch assistance upon notification of illegally parked vehicles.
   • Assist in the management of the facilities department in accordance with all programmatic and state regulations

1. MINIMUM EDUCATIONAL QUALIFICATION REQUIREMENTS:
   • • • High School Diploma/ GED
2. PREFERRED EXPERIENCE
   • • • Knowledge and experience in the building and constructions trades
       • Knowledge of developmental disabilities and programmatic implementation
       • Current knowledge of Facility Operations
       • Current knowledge of the requirements of a Non-Profit 501c (3)
       • Business and financial operations and contract negotiations and preparation
       • Record keeping for that of a Non-Profit Organization
       • Strong customer service orientation with proven accomplishments
       • Excellent communication skills, financial skills and organizational skills
       • Team Leader
3. NETWORK FUNCTIONS:
   • • • OBSERVES ALL:
         • Fire and Safety Policies and Procedures
         • Fiscal/Office/Human Resource Personnel Policies and Procedures
         • Observes all HIPAA Policies and Procedures and maintains confidentiality
         • Attends all required and scheduled trainings and meetings
         • Maintains a professional demeanor and exercises good professional judgment in all areas of employment duties
4. EQUIPMENT/MACHINES

• VEHICLE REQUIREMENTS:
  • • Current driver’s license, driver registration and a functional vehicle
• EQUIPMENT OPERATIONS:
  • • Telephone, cellular telephone, copier, fax, computer, calculator
• COMPUTER SOFTWARE APPLICATIONS:
  • • Knowledge of office productivity software

1. PHYSICAL DEMANDS

Individual must be able to meet physical requirements of the job

• • • Sitting at a meeting table or desk – Reaching – Lifting – Bending – Standing – Stooping – Twisting - Climbing steps - Driving a vehicle

1. ACCIDENT, HEALTH HAZARD AND SECURITY KNOWLEDGE
   • • Blood borne Pathogens, Right-To-Know, HIPAA, Security Acts, Fire & Safety

1. WORKING CONDITIONS

• Environment is modern, well-lit office facilities in multiple locations.

1. ADHERE TO AND FOLLOW:

• The By-Laws of the Corporation and as set forth in the Articles of Incorporation