Director, Office Operations

American Farm Bureau Federation; Washington (District of Columbia); On-site; USD 110,000 - 140,000; Full time

Job summary

American Farm Bureau Federation is seeking a highly experienced Facilities and Office Operations Leader to guide day-to-day management across our DC-area offices and support staff in Minnesota. You will cultivate a hospitality-focused, efficient environment and oversee safety, administration, and vendor relationships.

You will manage leases, purchasing, space planning, events, and meetings, while mentoring the Office Services team.

Qualifications

• Bachelor's degree or equivalent experience.
• 7+ years in office management or related field.
• 2+ years managing a team.
• Proven track record of growing and maintaining partner and vendor relationships.
• Expert knowledge of facilities and office administrator responsibilities, systems and procedures.
• Strong leadership and team management skills.
• Forecasting and budget targets experience.
• Excellent written and verbal communication and customer service.

Responsibilities

• Lead and manage facilities operations and office administration across the organization.
• Develop relationships with property management and facilities vendors.
• Oversee budgeting, purchasing, and office supplies.
• Manage office leases and space planning for DC and Minnesota offices.
• Plan and coordinate meetings and events in the DC area.
• Ensure business continuity and emergency preparedness plans.

Skills

Leadership

Budget management

Vendor relationships

Facilities knowledge

Communication

Problem solving

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Job description

POSITION OBJECTIVE:

Leads the strategic and day-to-day management of all facilities, administrative, and operational activities across the organization, cultivating an office environment grounded in exceptional hospitality, organizational effectiveness, effective communication and safety.

LOCATION:

Washington, DC; Eligible to earn telework 2 days/week

PAY RANGE:

$110,000 - $140,000 annually

DUTIES and RESPONSIBILITIES:

Facilities Management

• Direct maintenance of the office to create a professional and clean space.
• Develop and maintain professional relationships with property management and facility management vendors, including maintenance, cleaning and security services.
• Work with key stakeholders to create a work environment that fosters collaboration and organizational effectiveness.
• Manage the purchasing, distribution and collection of office supplies and office furniture.
• Manage office leases and other property obligations.
• Set and manage office assignments for DC office staff.
• Participate in and lead office redesigns and/or relocations, as applicable.
• Collaborate with employees located in the Minnesota office to manage facility needs.

Team Management

• Lead and develop the Office Operations team, including Office Services Coordinator, Project Coordinator, and Receptionist/Administrative Assistant.
• Recruit, hire, and onboard staff, and manage staffing coverage for front desk and administrative functions
• Maintain training materials and manuals for each function.
• Foster a service-oriented culture focused on responsiveness and professionalism

Meetings and Events Operations

• Assist in coordinating, planning and executing events held in the DC area.
• Plan corporate in-house or off-site activities in the DC area, including catering, parties and celebrations.
• Oversee logistics and operational support for internal meetings in the Washington, DC office, including Board of Directors meetings, state Farm Bureau visits and coalition meetings.
• Manage conference room scheduling, meeting policies, and pantry/catering procedures.
• Negotiate and manage hotel contracts for meeting space, F&B, and sleeping rooms.
• Maintain and update operational guides and manuals, including front desk, meeting booking, and conference room procedures.

Administration

• Serve as primary point of contact for office related issues and respond to inquiries.
• Execute responsibilities within the approved Operations budget.
• Develop and maintain business continuity plans, emergency preparedness plans and other office procedures/policies as applicable.
• Develop and maintain office guidelines, procedures and employee training.
• Administer travel management system, including staff training and escalated approvals according to outlined Travel and Expense policy.
• Collaborate with key stakeholders to monitor vendors and organization policies and review annually for updates.
• Schedule and disseminate staff communications and training for new and current employees on office policies and procedures.

RELATIONSHIPS:

Communicate and coordinate with all AFBF staff, state Farm Bureau staff, Farm Bureau leaders and outside service providers.

EDUCATION OR TRAINING REQUIRED:

• Bachelor's degree or equivalent experience

EXPERIENCE AND SKILLS REQUIRED:

• Minimum seven (7) years' experience in office management or related field
• Minimum two (2) years' experience managing a team
• Proven track record of growing and maintaining partner and vendor relationships
• Expert knowledge of facilities and office administrator responsibilities, systems and procedures
• Strong leadership and team management skills
• Track record of forecasting, managing and achieving annual budget targets
• Demonstrated ability to think analytically and develop effective solutions
• Strong customer service skills, organization, and attention to detail - approachability and a great attitude are a must
• Excellent written and verbal communication skills
• Ability to maintain confidential information
• Able to work well under pressure, detail oriented, deadline driven, and able to manage multiple and changing priorities

PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS:

• Experience planning internal-facing meetings and events
• Proficiency in Microsoft Office software

OTHER REQUIREMENTS:

• Occasional travel