Facilities Admin Specialist: SOPs, Openings & Onboarding

gershautism; Town of Huntington (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (401k matching)

Life Insurance (Basic, Voluntary &

Family Leave (Maternity, Paternity)

Disability (Short-Term & Long-Term

Training & Development

Job summary

Gersh Autism seeks an Administrative Assistant within the Facilities & Real Estate department to drive operational efficiency and cross-location coordination. You will organize files, SOPs, onboarding materials, and project documentation while supporting leases, inspections, and vendor communications.

You will assist in new location openings, floorplan integrity, and post-opening support, ensuring consistent standards and proactive communication across sites. Travel may be required.

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

Skills

Facilities operations

Administrative management

Operations support

Microsoft Office

Teams

Asana

Project management

Communication

Coordination

Detail-oriented

Travel

Tools

Microsoft Office

Teams

Asana

Job description

Gersh Autism seeks an Administrative Assistant within the Facilities & Real Estate department to drive operational efficiency and cross-location coordination. You will organize files, SOPs, onboarding materials, and project documentation while supporting leases, inspections, and vendor communications.

You will assist in new location openings, floorplan integrity, and post-opening support, ensuring consistent standards and proactive communication across sites. Travel may be required.