Facilities Operations Administrator

The-Hotchkiss-School; Interlaken Estates (CT); On-site; USD 60,000 - 85,000; Full time

Job summary

The Hotchkiss School in Lakeville, CT is seeking a Facilities Operations Administrator to manage the day-to-day facilities office operations and support the Director of Facilities. The role emphasizes coordinating, communicating, and maintaining systems for safety and efficiency.

Responsibilities include handling work orders, vendor relations, scheduling, and ensuring accurate documentation. Strong Microsoft Office and CMMS skills are essential to succeed in this position.

Qualifications

• High school diploma or equivalent required.
• Two years of college or business school preferred.
• Experience in construction, facilities management, asset management, insurance or risk management preferred.
• Proficient in Microsoft Office Suite and CMMS systems; ability to learn new software.

Responsibilities

• Oversee day-to-day operations of the facilities office.
• Greet guests and ensure high customer service standards.
• Review and process contractor invoices for payment.
• Maintain organized filing systems and calendar for the Director of Facilities.
• Schedule meetings, reserve rooms, and distribute materials as needed.
• Monitor compliance data and generate reports for internal and external stakeholders.

Skills

Microsoft Office

Google Docs/Sheets

Gmail

Google Calendar

CMMS Systems

Business writing

Oral communication

Typing

Organizational skills

Prioritization

Education

High school diploma or equivalent

Two years of college or business school

Tools

Brightly

Excel

Job description

The Hotchkiss School
Lakeville, CT 06039, USA

Description

Department: Facilities

FLSA: Non-Exempt

Reports to: Director of Facilities

Schedule: Full-time (40 hours weekly), calendar year (Monday - Friday, 7:00 - 3:30)

Designation: Staff

Travel: Rare

POSITION SUMMARY:

The Facilities Operations Administrator innovates, implements, and manages systems for effective facilities operations. They manage the day-to-day operations of the facilities office, including, but not limited to: work order assignment and distribution, establishing priority tasks, and maintaining systems for compliance and safety. The Administrator supports the Director of Facilities and general office assistance through a variety of tasks related to organization and communication. The Administrator is able to communicate effectively via phone, email, and online systems, ensuring that all Administrator duties are completed accurately, delivered to a high standard, and in a timely manner. The Administrator relies on their experience and judgment to plan and accomplish goals.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Provide overall operations management of the facilities office, including but not limited to:

• Greet all Facilities Office guests and execute follow-up communications to deliver a high standard of customer service.
• Act as liaison for the Facilities Department and build effective working relationships with internal and external customers using professionalism, discretion, and good judgment.
• Receive all contractor/consultant invoices, review (or ensure proper School representative reviews) for accuracy, and process each for payment through the Business Office.
• Maintain an environment that is welcoming and inclusive to persons of all backgrounds and roles.
• Receive, screen, and direct phone calls, take messages, and answer questions.
• Send out Facilities announcements and communications as needed or directed.
• Persist in accomplishing objectives with excellent attention to detail.
• Maintain the Director of Facilities’ calendar.
• Prepare, coordinate, and organize meetings as required, including room reservations, attendee notifications/confirmations, and distribution of meeting materials when needed.
• Maintains office supplies and equipment.
• Maintains the uniform purchase and replacement process.
• Establish and maintain electronic and hard copy filing systems. Maintains contractor and vendor files that are relevant to the Assistant’s routine contacts.
• Sort and direct mail.

Efficiently utilize online tools to ensure facilities work assignments are designated to the appropriate person or area, including but not limited to:

• Manage the online work order system (Brightly) for all community services and trades
• Prioritize work requests, including emergencies, and distribute them to appropriate personnel or vendors.
• Professionally communicate when a work request is not a priority, not within the budget, or is not an authorized service provided by facilities.

Manage compliance and risk management under facilities, including but not limited to:

• Thoroughly and consistently monitor, review, and collect Certificates of Insurance from outside contractors, confirming proper limits against standard protocol, in-force (active) insurance coverage, and identifying questionable situations that may require additional insured clauses. Work collaboratively with the Business Office and the insurance company to support risk management.
• Work collaboratively with facilities supervisors and vendors to provide annual energy usage reports to outside compliance consultants.
• Maintain reports on fuel usage and generator testing. Quarterly submission of reports to CTDEEP and other government offices.
• Prepare and maintain Excel worksheets, forms, tables, reports, questionnaires, and other documentation required to manage and track Environmental Protection Agency and Department of Energy and Environmental Protection Compliance data requirements for electric, oil, propane, fuel, waste, air, water, asbestos, lead, and radon. Provide this data on a demand basis to State Inspectors and community members as it relates to State Regulations and all safe workplace Provide monthly compliance data reports to the school consultants for use by the Chief Financial Officer.
• Maintain records pertinent to facilities that are required by other local, state, and federal regulatory agencies, including but not limited to the Department of Health, Fire Marshal, Building Official, Conservation Commission, Planning and Zoning, State Elevator Inspector, etc.
• Provide annual energy usage reports to outside compliance consultants to satisfy NOx compliance, Tier II compliance, Emissions and Heating Equipment Operations compliance.
• Maintain MSDS sheets and required postings.
• Create/Maintain Excel spreadsheets for planning and budgeting purposes that capture all building data, including material construction, square footage, room numbers and size, renovations, and replacement costs.

Additional duties as needed and assigned.

SKILLS AND EXPERIENCE:

The Administrator must possess the knowledge and the following skills and abilities to perform the essential functions of the job:

• High school diploma or equivalent required.
• Two years of college or business school is preferred or any combination of education, training and experience that provides the knowledge, skills and abilities required for this position.
• Experience in construction, facilities management, asset management, insurance or risk management, or a related field is preferred.
• Applied computer skills, including proficiency in Microsoft Office Suite applications, Google Docs/ Sheets, Gmail, Google Calendar, CMMS Systems, and the ability to learn new software.
• Demonstrated proficiency in business writing and oral communication using correct spelling and grammar.
• Proficient and accurate typing skills.
• Ability to plan, organize, and prioritize work to maintain workflow consistent with the pace of the office and in order to meet schedules and timelines.
• Must be able to learn, interpret, and apply knowledge of facilities and general school operations.
• Excellent interpersonal skills with the ability to communicate with students, staff, parents, and the public using patience and courtesy, and in a manner that reflects positively on the department and the school.
• Ability to independently, and with minimal instruction, perform all of the duties of the position efficiently and effectively.

PHYSICAL CONDITIONS:

• Primarily an office environment.
• Must be able to walk, stand, stoop, and navigate stairs.
• Repetitive motion (use of computer keyboard); working for extended periods of time at a computer, requiring the ability to focus, comprehend, and process information.
• Work is primarily indoors, but requires the incumbent to be outdoors when traveling between campus buildings.
• The work environment described is representative of those an employee encounters while performing the essential functions of this job.

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included in this description. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.