Facilities Operations Admin & SOP Lead

Gersh Autism Academy; Town of Huntington (NY); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Health Care Plan

Retirement Plan

Life Insurance

Family Leave

Short-Term & Long-Term Disability

Training & Development

Job summary

Gersh Autism Academy in the United States is seeking an Administrative Assistant within the Facilities & Real Estate department to drive operational efficiency, standardize documentation, and coordinate onboarding across locations. This role supports the VP and helps scale facilities infrastructure as the organization expands.

You will manage files, SOPs, onboarding, and cross‑functional communication, ensuring accuracy and timely updates while traveling as needed to support new location

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, ensuring smooth transition into operations.
• 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.
• 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.

Skills

Facilities operations

Administrative management

Project management

Communication

Travel readiness

Tools

Asana

Microsoft Office

Teams

Job description

Gersh Autism Academy in the United States is seeking an Administrative Assistant within the Facilities & Real Estate department to drive operational efficiency, standardize documentation, and coordinate onboarding across locations. This role supports the VP and helps scale facilities infrastructure as the organization expands.

You will manage files, SOPs, onboarding, and cross‑functional communication, ensuring accuracy and timely updates while traveling as needed to support new location