Facilities & Office Manager

Job Summary: This position manages the day-to-day operations of building and foundation-wide office administration in support of Foundation goals and operations. Creates, develops, implements, and maintains systems and protocols to ensure the smooth operations of facilities. As a key member of the executive office, the Facilities & Office Manager contributes to the productivity and safety of all employees and guests and proactively responds to and resolves issues reported.

Values & Principles: 

• Learn and understand the vision and goals of CCF to become its advocate and ambassador.
• Learn all products, services, workplans and metrics of the department and CCF.
• Strive to reach and exceed established personal and professional goals.
• Abide by CCF’s policies and procedures and operate with candor, transparency, clear communication, and the highest ethical standards.
• Serve as a team player by working collaboratively with all CCF employees.
• Understand and proactively seek opportunities for internal integration of work across functions and departments to make connections and leverage the strengths and efforts of CCF to maximize its impact.
• Uphold the highest standards of customer service for all CCF constituents in terms of speed of response, accuracy, and completeness.

Key Responsibilities and Duties

Building Management: Liaise with staff, vendors, trades, and security to ensure the building is safe, secure, and functioning at its optimal level. Coordinate cleaning services, maintenance and repair, and safety and emergency preparedness activities and utilize project management and organizational skills to ensure the building remains in compliance with applicable regulations and building codes. Act as point of contact with fire, life, and safety initiatives within the building. Maintain current records and distribute to staff such as personnel floorplans, procedures, guest information, and train staff as needed and required. Communicate building-related information to individuals and all staff when appropriate. 

Property Management: Act as primary point of contact for staff and property management to ensure work orders, repairs, and maintenance needs are communicated and handled in a timely manner. Understand and monitor building infrastructure, equipment, and systems and troubleshoot or recommend solutions for optimal efficiency. 

Security & Surveillance: Oversee distribution, supply, and management of building access cards. Serve as point of contact for third-party security team, monitor security incidents and troubleshoot or recommend solutions for optimal efficiency. Support and utilize surveillance operation system. 

Emergency Management: Leads the coordination and maintenance of emergency management systems, processes and procedures, initiating staff and vendor training as needed and required, and ensures the safety of all staff and guests.

Office Administration: Partner with teams across the Foundation to ensure efficient and effective policies and procedures are maintained and followed. Maintain various shared calendars, including but not limited to a foundation-wide Master Calendar, Vendor & Visitor Calendar, to efficiently communicate activities among staff and other stakeholders, recommend solutions for optimal efficiency and train staff as needed and required. Inventory, order, repair, and replace office supplies, kitchen supplies, furnishings, and building supplies. Oversee outside vendor relationships for office services including coffee service, plant service, etc.

Lease & Tenant Support: Support future tenant needs, maintain leasing information for, and liaise with leases for office space, café and catering, cell towers, offsite parking, and similar agreements. 

Administration Support: Serve as back-up to front desk team members, including answering phones, covering breaks/lunches/out of office. Support mail and office administration functions as needed. Provide reports as necessary. Present updates on building and office management activities to various staff at various levels as requested. 

Management: Serves as a member of the foundation’s management team, attending management meetings, completing assignments as required and coordinating work between departments and with external vendors, as necessary. Identifies and pursues opportunities for internal integration of work across functions and departments to make connections and leverage the strengths and efforts of CCF. 

General: At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Teamwork/Customer Relations Responsibilities

• Establishes effective working relations with cross functional team(s).
• Contributes to a high performing/positive team culture.
• Shares knowledge, time, and expertise to assist other members of team.
• Timely and accurately responds to requests and inquiries from across Foundation.
• Demonstrates “can do” attitude as priorities shift.

Job Qualifications

• Education: High school diploma or GED Equivalent required
• Bachelor's Degree in Business Administration or a related field is preferred
• Work Experience: 
• Minimum of three (3) or more years of building/property management experience
• Minimum of three (3) or more years of office administration experience

Skills, Knowledge & Abilities:

Communication Skills: Excellent interpersonal, verbal, and written communications skills. Strong and proven customer services skills.

Operational Skills: Solid planning, organizational, and project management skills with the ability to multi-task and assimilate new information quickly. 

Project Management Skills: Excellent organizational skills and attention to detail. Ability to prioritize work effectively and adjust to multiple demands within set deadlines. Ability to design and implement effective processes and procedures.

Critical Thinking Skills: Ability to assess, compile and disseminate information and independently complete assignments is necessary.

Technology & Database Skills: Internet competency and strong computer proficiency, including proficiency in the Microsoft Office software suite and a familiarity with database software, is required.

Problem Solving Skills: Ability to interpret and analyze complex data and exercise initiative, sound judgment, and problem solving.

Teamwork & General Skills: Ability to work well independently.  Ability to take initiative and follow tasks through to completion.

Working Conditions: 

• Requires the ability to sit and work at a desk for several hours at a time.
• Requires the ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations. Due to the nature of external appointments and/or responsibilities requiring travel to locations not easily accessible by public transportation, driving is an essential job responsibility for this position.  
• This position is required to be available to speak with clients and/or others while away from the office and/or with clients and/or others located in other time zones outside Foundation business hours. 
• Work may require weekends and/or extended workday.
• Punctuality and satisfactory attendance are essential functions of the job.