Facilities & Administration Business Operations Manager

Global Sports Jobs Limited

Secaucus (NJ)

Hybrid

USD 90,000 - 130,000

Full time

8 days ago

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Benefits offered by this job

Annual discretionary performance bonus

Medical, dental, and vision insurance

Life/AD&D insurance

Disability insurance

Fertility and family-forming support

Wellbeing allowance

Educational assistance

Mental health coaching/therapy

Job summary

Global Sports Jobs Limited seeks a Business Operations professional to support facilities operations, infrastructure management, and capital planning for NBA offices in New York and New Jersey. You will translate strategies into actionable plans, monitor progress, and coordinate cross-functional initiatives with finance, procurement, legal, IT, and vendors.

Responsibilities include deploying AI-enabled tools, maintaining dashboards, and owning procurement & contract workflows.

Qualifications

Bachelor’s degree in business, operations, finance, real estate, facilities management, project management, engineering or related field.
3–5 years of progressive experience in business operations, procurement, project coordination or facilities operations.
Experience supporting cross-functional initiatives and vendor administration in a matrix organization.
Experience implementing technology-enabled tools, AI-enabled solutions, dashboards and workflows.

Responsibilities

Lead development and adoption of tech-enabled tools, dashboards, and reporting for facilities operations and capital planning.
Translate operating plans into workplans, roadmaps, trackers, procurement forecasts, and status reporting.
Own procurement planning, including RFP/bid support, POs, vendor documentation, and contract coordination.
Coordinate budget visibility, forecasts, accruals, and invoice reconciliation for facilities activities.
Manage project document management (e.g., Procore) as central repository for docs, drawings and reports.

Skills

Strong organizational skills

Operational judgment

Cross-functional collaboration

Stakeholder management

Analytical and reporting skills

Education

Bachelor's degree in business/related field

Tools

Procore

Dashboard/reporting tools

Document management platforms

Job description

About the Role

The Business Operations role sits within the Facilities & Administration team and is responsible for helping develop and establish the tools, systems, processes, reporting routines, and operating cadence needed to implement department initiatives and strategic priorities across facilities operations, infrastructure management, and facilities capital planning for the NBA's New York and New Jersey offices. The role translates department objectives into organised workplans, standardised workflows, clear measures of progress, and practical coordination mechanisms that improve visibility, accountability, and execution across the team. It works cross-functionally with Finance, Procurement, Legal, IT, Security, Human Resources, Corporate Services, property management, consultants, and third-party vendors. The position also provides administrative coordination and procurement support for vendors and services that enable facilities operations, infrastructure management, and facilities capital planning.

Key Responsibilities

Lead the development, implementation, and adoption of technology-enabled and AI-enabled tools, workflows, dashboards, and reporting routines that improve department efficiency, strengthen decision-making, and support consistent execution across facilities operations, infrastructure management

And capital planning.

Translate department operating plans and strategic priorities into organised workplans, implementation roadmaps, milestone trackers, procurement forecasts, budget inputs, vendor commitments, and status reporting that support execution of key initiatives

Including department AI priorities and other technology-forward improvements.

Own department procurement planning, coordination, and controls across facilities operations and capital planning, including business need intake, sourcing documentation, RFP and bid support, scope coordination, proposal tracking, purchase requisitions, purchase orders, vendor documentation

Insurance and compliance documentation, commitment tracking, procurement closeout, and end-to-end contract coordination across department leaders, Legal, Procurement, Finance, IT, and external vendors.

Partner with department leaders to support business planning, budget visibility, financial forecasts, accrued expense tracking, and invoice reconciliation for facilities operations and capital planning activities.

Maintain accurate tracking data, prepare recurring status reports, identify gaps in workflows or documentation, and recommend practical process improvements that support department planning, procurement execution, and project coordination.

Lead integration and ongoing management of project document management solutions, such as Procore, to serve as a centralised repository for project documentation, drawings, specifications, approvals, reports, trackers, and other recurring deliverables

Own document management standards, access controls, version control, naming conventions, and ongoing maintenance practices to improve consistency, visibility, and project execution.

Serve as a central point of contact for assigned initiatives by coordinating stakeholders, tracking deliverables, documenting decisions, and ensuring follow-through on open items.

Identify risks, issues, dependencies, and process gaps; propose practical solutions and elevate matters as needed to protect timelines, quality, and project outcomes.

Produce high-quality deliverables, presentation materials, status reports, and leadership-ready communications that meet executive standards, support decision-making, and keep stakeholders aligned.

Provide administrative coordination for department initiatives, including schedule tracking, meeting logistics, status updates, document organisation, decision and action logs, risk and issue follow-up, and coordination with internal and external stakeholders.

Required Experience & Qualifications

Bachelor's degree in business administration, operations, finance, real estate, facilities management, project management, engineering, information technology, or a related field.

3-5 years of progressive experience in business operations, procurement administration, project coordination, facilities operations, capital planning, real estate, administration, or a related function.

Demonstrated experience supporting cross-functional initiatives, project coordination, vendor administration, or operating processes in a matrixed organisation.

Experience developing or maintaining workplans, trackers, dashboards, templates, reporting routines, meeting materials, and process documentation.

Experience supporting procurement administration, vendor coordination, purchase order management, invoice reconciliation, contract routing, or related financial and administrative workflows.

Experience implementing or scaling technology-enabled management tools, workflows, and reporting solutions across a team.

Ability to support Facilities & Administration team operations across the NBA's New York and New Jersey offices, sharing time between locations based on business needs.

Strong organisational and operational judgment with the ability to translate department priorities into practical workplans, trackers, processes, and follow-up routines.

Working knowledge of procurement administration, including business need intake, sourcing documentation, vendor onboarding support, purchase requisitions, purchase orders, commitment tracking, invoice coordination, procurement closeout, and related controls.

Ability to coordinate contract workflows across department leaders, Legal, Procurement, Finance, IT, vendors, and other stakeholders, including routing, documentation, approvals, and follow-up.

Financial acumen to support budget tracking, forecasts, accruals, invoice reconciliation, vendor commitments, and clear reporting for department leaders.

Ability to manage multiple concurrent workstreams, balance competing priorities, identify risks or gaps, elevate issues appropriately, and recommend practical solutions.

Strong analytical and reporting skills with the ability to maintain accurate data, prepare clear status updates, summarise information, and support leadership decision‑making.

Strong written, verbal, presentation, meeting coordination, and stakeholder management skills across internal teams, technical partners, consultants, property management, and external vendors.

Demonstrated ability to adopt, implement, and improve technology-enabled tools, AI-enabled solutions, dashboards, document management platforms, and workflow systems that streamline department operations.

Preferred Skills

Advanced degree preferred.

Experience in corporate facilities, facilities operations, infrastructure management, real estate, capital projects, property management, administrative operations, or a related environment preferred.

Project management certification or comparable formal training a plus.

Experience with project, workflow, procurement, dashboard, document management, or business intelligence platforms preferred.

Workplace

The NBA currently provides eligible employees the option of working remotely one day per week.

The role supports the NBA's New York and New Jersey offices, sharing time between locations based on business needs.

Onsite work in the New York and New Jersey offices requires full COVID-19 vaccination; accommodations are available for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.

Benefits & Perks