Facilities Admin Lead: SOPs, Openings & Projects

Gersh Autism; Town of Huntington (NY); On-site; USD 3,642,000 - 4,305,000; Full time

Benefits offered by this job

Health care plan

Retirement plan (401k)

Life insurance

Family leave

Disability coverage

Training & development

Job summary

Gersh Autism Huntington, NY, is seeking an Administrative Assistant (Facilities & Real Estate) to partner with the VP of Facilities & Real Estate. You will drive operational efficiency, coordinate documentation, and maintain SOPs across multiple locations, while supporting new openings and ongoing projects.

The role requires 3–5+ years in facilities/administrative operations, strong organizational skills, and proficiency with Microsoft Office and Asana.

Qualifications

• 3–5+ years of experience in facilities operations, administrative management, or operations support roles.
• Strong experience in process development, SOP communication, and organizational systems.
• Exceptional organizational and project management skills with the ability to manage multiple priorities across locations.
• Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana).
• Strong communication and coordination skills across internal teams and external partners.
• Detail-oriented with strong follow-through and accountability.
• Proactive, solution-oriented mindset.
• Valid driver’s license and willingness to travel as needed.

Responsibilities

• Lead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracy
• Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation
• Support the VP in record keeping for all new and existing leases, ensuring documentation is current and properly tracked
• Lead the distribution and communication of departmental SOPs across all locations
• Ensure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-up
• Maintain accurate record keeping of SOP implementation and adherence
• Oversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team members
• Ensure new hires are equipped with the tools, processes, and information needed to succeed within the department
• Support consistency in onboarding practices across all locations
• Support all phases of new location openings, including coordination, communication, and operational readiness
• Assist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standards
• Provide onsite support for new locations post-opening as needed
• Support communication and coordination with internal teams and external partners related to openings
• Assist the VP in tracking and following up on bids and active projects to ensure progress and accountability
• Support communication of project updates, timelines, and expectations across all locations
• Coordinate and prepare materials for departmental initiatives and ongoing projects
• Support internal facilities inspections and site reviews to ensure all locations meet company standards
• Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements
• Support coordination and communication with external vendors related to new locations and facility needs
• Manage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the year
• Support data collection and organization for insurance renewals and reporting
• Create and distribute a departmental newsletter to ensure alignment, visibility, and communication across locations
• Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up
• Serve as a central point of communication across the department to ensure clarity and consistency
• Serve as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiency
• Support communication across locations regarding projects, expectations, and operational updates
• Assist in coordinating departmental initiatives, meetings, and follow-ups
• Support staff time-off tracking and communication, ensuring coverage and visibility across the team
• Provide administrative and organizational support to ensure smooth day-to-day departmental operations
• Maintain a high level of organization, follow-through, and responsiveness across all responsibilities
• Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI procedures
• Must be able to lift a child and perform physical tasks as needed.
• Ability to stand, walk, bend, kneel, and move throughout the workday
• Ability to lift 50-65 pounds, and assist in physical support of students
• Ability to multi-task and shift priorities quickly
• Ability to exercise sound judgment in high-pressure or safety-sensitive situations
• Ability to work effectively as part of a team and maintain professional relationships
• Ability to perform duties under stress, including during behavioral escalations

Skills

Facilities operations

Administrative management

Project management

Communication

Organizational skills

Tools

Asana

Microsoft Office

Teams

Job description

Gersh Autism Huntington, NY, is seeking an Administrative Assistant (Facilities & Real Estate) to partner with the VP of Facilities & Real Estate. You will drive operational efficiency, coordinate documentation, and maintain SOPs across multiple locations, while supporting new openings and ongoing projects.

The role requires 3–5+ years in facilities/administrative operations, strong organizational skills, and proficiency with Microsoft Office and Asana.