Executive Operations Manager – Engineering & Physical Plant

Turning Stone Enterprises; City of Oneida (NY); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Paid weekly

Paid time off

Career-building professional development

Quality healthcare and dental benefits

401k retirement plan

Job summary

Turning Stone Enterprises, located in Oneida, NY, seeks a Facilities Support Manager to drive operational efficiency and support senior leadership. This role blends administrative support with operational coordination, enhancing communication and process optimization.

You will manage staff, oversee schedules, and engage in financial tracking while maintaining professionalism and discretion. Ideal candidates should have extensive administrative experience and excellent organizational skills.

The position offers competitive benefits, including healthcare, 401k, and opportunities for professional development.

Qualifications

• Minimum of five years’ experience in administrative support.
• Exceptional judgment in handling sensitive information.
• Strong PC skills including MS Office.

Responsibilities

• Support leadership with administrative tasks and calendar management.
• Supervise administrative staff and manage priorities.
• Coordinate meetings and handle communication.

Skills

Administrative support experience

Microsoft Office skills

Organizational skills

Communication skills

Job description

Overview

Starting Salary: $85,000 yearly

The Facilities Support Manager is a vital partner to leadership, driving the smooth and efficient operation of engineering and facilities functions. This role blends high-level administrative support with operational coordination, serving as the central hub for communication, scheduling, and departmental organization. Supporting the VP for Engineering and Physical Plant and leadership team, this position manages priorities, streamlines processes, and ensures accuracy in reporting and financial tracking. It also provides supervision to administrative staff, fostering a high standard of service and collaboration. Ideal for a highly organized, proactive professional, this role requires sound judgment, discretion, and the ability to thrive in a fast-paced environment while maintaining exceptional professionalism.

Responsibilities

• Consistently represents the Executive Team, conveying the highest standards of professional appearance, discretion, communications and service.
• Administratively supports leaders in all aspects of day-to-day operations including heavy calendar management, internal and external invoice and mail processing, maintenance/facilities requests, scheduling interdepartmental meetings and general office management functions.
• Acts as first point of contact for leadership staff and team members in providing administrative services, scheduling coordination and resolving problems related to operational issues.
• Works collaboratively with all leaders, staff and support services to streamline operations and use resources efficiently.
• Directly supervises administrative staff members, including assigning work, providing guidance and training, monitoring performance, and ensuring administrative priorities are aligned with departmental and leadership needs.
• Schedule and coordinate meetings involving multiple executives, internal teams, and external stakeholders, including preparation of meeting materials and logistics.
• Submit and track maintenance, facilities, and service requests.
• Uses strong independent judgment decision making skills to control situations that would otherwise require input of the VP for Engineering and Physical Plant. Maintains open communication with the VP and appraises the VP of ongoing challenges, issues that need immediate attention and any important or time sensitive matters.
• Manages the calendar and standard correspondence for the Leadership team and proactively communicates schedule changes and responses to inquiries, with the goal of providing a high level of service in a timely manner to those interacting with the Leadership team.
• Maintains effective filing and organization for department and can locate and produce key documents and information upon request.
• Prepares meeting agendas, operating reports, records meeting minutes as needed or assigned; proactively follows up on action items from staff to ensure follow-through on action items.
• Exercise exceptional discretion and judgement in handling financial and personnel matters and sensitive information.
• Under the direction of the VP for Engineering and Physical Plant, assist with producing and managing the annual operating budget; supports reviews of labor and expense reports, provides regular analysis and escalates variances for review. Prepares and processes department-specific invoices and accurately tracks financial expenditures.
• Accurately transcribes dictated memorandums, letters and other correspondence. Promptly distributes memorandums, reports and other correspondence to appropriate staff, maintaining up-to-date distribution lists of all management, vendors and key customers.
• Prepares weekly departmental summary reports with input from all departmental leaders as requested by the VP.
• Completes additional projects as requested by the Leadership team.

Who We Are

We are Turning Stone Enterprises, a dynamic organization with a diverse range of business operations. Among our prominent offerings is the Turning Stone Resort Casino, which has received the prestigious Best of New York Gaming Resort award for an impressive six consecutive years. Complementing this flagship property, we operate satellite casinos like YBR Casino & Sports Book, Point Place Casino, and The Lake House at Sylvan Beach. Beyond gaming and hospitality, our portfolio also includes convenience stores, three 18 hole PGA-level golf courses, and other unique ventures.

Work Experience

To be successful as a Facilities Support Manager, you'll need:

• Minimum of five years’ experience in providing administrative support to multiple senior leadership positions in a large, complex organization.
• Previous Supervisory or project management experience preferred.
• Ability to effectively draft written communications, reports and analysis with grammatical accuracy and attention to detail.
• Exceptional professional judgment and discretion in handling sensitive information including financial, personnel and all forms of confidential data.
• Demonstrates exceptional PC skills with knowledge of Microsoft Office (Word, Excel etc.) or related desktop software.
• Exceptional organizational and record-keeping skills.
• Ability to prioritize tasks and maintain poise while managing multiple functions and requests.
• Excellent documentation and transcription skills.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of professionalism, judgment, and strong customer service orientation.
• Availability to work evening and weekend hours on occasion as business needs dictate.
• Ability to stand/walk for long periods of time and lift up to 11 - 20 pounds.

What We Value

• Positivity – Team members who are passionate to learn, energetic to hit the ground running and willing to grow in a professional, team-oriented environment with a focus on guest service.
• Growth Opportunities – We offer a successful journey, including hands-on training and support to advance your career.
• Empowerment – We believe in our team members. With learning opportunities, career growth potential and recognition of outstanding performance, we encourage our team to take pride in their work.

Benefits

• Paid weekly
• Variety of schedules
• Paid time off
• Tuition assistance
• Career-building professional development
• Discounts from dining to fuel to concerts
• Team Member appreciation events
• Quality healthcare and dental benefits
• A robust 401k retirement plan
• Dealer School
• Finance Scholarship Program

Why You Will Appreciate Us

At Turning Stone Enterprises, we prioritize the well-being and professional growth of our team members by offering an extensive array of benefits. From comprehensive medical, dental, and vision plans to a 401(k) and life insurance, we ensure your health and financial security. Our work-life balance support includes paid time off, paid holidays, and team member assistance programs. We’re also committed to wellness, with various programs and an upcoming 5,000-square-foot onsite medical center. With over 4,500 team members across Central New York, we focus on delivering exceptional experiences for both our guests and staff. Our resources include training programs, complimentary shuttles, and career development initiatives, helping you reach your professional goals. Whether you're starting your career or advancing it, join us for a rewarding journey of growth and success at Turning Stone Enterprises. We look forward to welcoming you to our team!