Facilities Operations Administrative Manager Los Angeles, CA 90016, USA Los Angeles, CA, USA Req 11379 Friday, January 17, 2025 Role: Facilities Operations Administrative Manager Reports to: Senior Director Facilities Operations Program: Operations Department: Administration Location: Arlington Administration: 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018 Setting: 100% onsite Schedule: Monday – Friday, 8:00 a.m.-4:30 p.m. or 8:30 a.m. – 5 p.m. Status: Full Time/Part Time/Intern/Seasonal, non-management/management, non-exempt/exempt Benefits: Medical, Dental, Vision, Retirement Planning (403b), Employee Assistant Program (EAP), etc. Number of Openings: 1 Summary Under the supervision of the Senior Director of Facilities Operations, and in collaboration with the IT Department, the Facilities Operations Administrative Manager supports the work of the Facilities and IT Departments. This role provides administrative support that includes credit card reconciliation, vendor relations, recruitment screening, and scheduling fire testing at agency facilities. Essential Duties and Responsibilities: Provides Administrative support to Senior Director of Facilities Operations, IT Director and Senior Manager of Facilities Supports in the translation of department communication into Spanish Manages tech for facilities meetings and other related meetings Manages the distribution and collection of all keys, fobs, and remotes Schedules training sessions, in addition to managing the set up and break down logistics at training spaces Supports with special events, making reservations, procuring venue, transportation of supplies and equipment Supports with recruitment by screening candidates, completing job postings requisition request, offer requisitions and PAF’s Receives and places all supply purchase orders for each facility Responsible for collecting and processing all vendor invoices to submit to A/P Ensures department staff are in compliance with Driver licenses, proof of insurance, TB test and other documents needed Responsible for scheduling Regulation 4 and Title 19 fire testing for all sites Manage vendor relations to improve service and turnaround Assist Facilities Manager/ Director with coordinating contractors, vendors for facilities repairs and maintenance Assist with managing off site storage units and various inventories Manage calendars for Senior Director Facilities Operations, Facilities Director and Facilities Maintenance Managers Assist with monthly credit card reconciliation reports Responsible for collecting, reviewing and processing milage, petty cash and personal reimbursements for staff Schedule in person and Zoom meetings for department Perform additional duties as assigned Qualifications: Bachelor’s degree, or an equivalent combination of education and experience required Self-motivated and able to successfully work in a fast-paced environment Strong interpersonal skills with an ability to work effectively with a wide range of people, teams and vendors Ability to think critically about problems and be creative in finding solutions Strong communication skills – including writing, editing, and speaking Advanced organization, planning, collaboration and implementation skills with the ability to handle multiple assignments at once Comfortability facilitating small groups in-person and on-line Detail oriented with excellent time management and communication skills Strong Computer skills, including Microsoft Office, Outlook, TEAMS, ZOOM, etc. Demonstrates an ability to use new technology and media equipment (computers, projectors, etc.) Valid CA Driver’s license, reliable car, auto insurance, and an acceptable driving record Preferred Qualifications: Bachelor’s degree, or an equivalent combination of education and experience required Self-motivated and able to successfully work in a fast-paced environment Strong interpersonal skills with an ability to work effectively with a wide range of people, teams and vendors Ability to think critically about problems and be creative in finding solutions Strong communication skills – including writing, editing, and speaking Advanced organization, planning, collaboration and implementation skills with the ability to handle multiple assignments at once Comfortability facilitating small groups in-person and online Detail-oriented with excellent time management and communication skills Strong Computer skills, including Microsoft Office, Outlook, TEAMS, ZOOM, etc. Demonstrates an ability to use new technology and media equipment (computers, projectors, etc.) Valid CA Driver’s license, reliable car, auto insurance, and an acceptable driving record Work Environment Primarily indoor office environment Regularly required to sit, stand, bend, and occasionally lift or carry up to 15 pounds May necessitate working in busy and loud environments May be exposed to elements like cold, heat, dust, noise, and odor May need to bend, stoop, twist, and sit throughout the day At times will include driving, set up, and take down at sites and venues EXPECTED BEHAVIORS OF ALL STAFF Act as a role model Demonstrate a sense of responsibility Continuously learn and improve Acknowledge your own areas of improvement Hear and provide honest, specific and direct feedback Create an environment where everyone is welcomed valued and respected Collaborate Equal Opportunity Employer The People Concern is an equal opportunity employer dedicated to non-discrimination in employment. We select the most qualified individual for the job basedon job-related qualifications regardless of race, color, age, sex, religion, national origin, disability, ancestry, marital status, credit history, sexual orientation, arrest and court record, genetic information, veteran status or any other status protected by federal, state or other applicable laws. About the People Concern The People Concern empowers the most vulnerable among us to rebuild their lives. One of Los Angeles County’s largest social services agencies, The People Concern was formed in 2016 in a merger of two trusted social service organizations based in Los Angeles County, OPCC and Lamp Community. Informed by more than fifty-eight years of work in the community, The People Concern is a leading provider of, and advocate for, evidence-based solutions to the multi-faceted challenges inherent in homelessness and domestic violence. With compassion and profound respect for those we serve, we provide a fully integrated system of care – including outreach, interim housing, mental and medical health care, substance abuse services, domestic violence services, life skills & wellness programs, and permanent supportive housing – tailored to the unique needs of homeless individuals, survivors of domestic violence, challenged youth, and others who have nowhere else to turn. The People Concern’s model of integrated and comprehensive care empowers our participants to navigate the multi-faceted obstacles in their lives, become their best selves, and ultimately, connect with and contribute to their communities. Benefits & Perks Medical Insurance Vision Insurance Dental Insurance Retirement Planning (403b) & Matching Paid Holidays Paid Vacation Days Paid Sick Days Employee Assistance Plans (EAP) TELUS Health Flexible Spending Account (FSA) Basic Life / Accidental Death & Dismemberment (AD&D) Voluntary Short- and Long-Term Disability Voluntary Pet Insurance Discounts on Hotels, Theme Parks, Concerts, Movies, Restaurants & More The People Concern University & Certificates Corporate Discounts Other details Pay Type Salary Employment Indicator 100% in person by JD Travel Required Yes Required Education Bachelor’s Degree Job Start Date Monday, February 3, 2025 Apply Now Share this job: