Operations & Facilities Coordinator

acelero; Philadelphia (Philadelphia County); On-site; USD 56,000 - 76,000; Full time

Job summary

Acelero is seeking an Operations and Facilities Coordinator to support the Director of Operations and senior management. This role serves as the first point of contact for vendors, maintenance staff, and technicians, managing office functions and providing administrative support to the operations department.

You will establish and prioritize work orders, coordinate with contractors, and maintain emergency plans and records across locations.

Qualifications

• Minimum of three years of customer service experience in a large office or multi-location setting.
• Experience using databases; ticketing portal or scheduling software preferred.
• Project management experience preferred.
• Travel up to 10% locally or long-distance for work-related meetings and functions.
• Valid driver’s license or reliable transportation required.

Responsibilities

• Develop and uphold operational procedures with the Director of Operations and department managers.
• Support the Operations team in achieving programs and company goals.
• Serve as the initial point of contact for service tickets, emails, and facility requests; troubleshoot issues.
• Prioritize and assign work orders in the ticketing system; communicate with technicians.
• Liaise with contractors to ensure work is completed properly.
• Maintain and implement fire evacuation and disaster response plans; act as facility emergency response coordinator.
• Coordinate emergencies with municipal departments and the Learning and Development team.
• Ensure timely, high-quality service delivery and follow-up with clients.
• Maintain vendor/contractor lists, contracts for utilities, cleaning services, and trash removal.
• Purchase supplies, manage inventory, and handle internal billbacks and expenses.

Skills

Customer service

Project management

Driver's license

Travel readiness

Education

High school diploma or GED

Associate degree preferred

Tools

Ticketing portal

Scheduling software

Job description

Are you a socially conscious, dedicated individual who is committed to building a better future for children, families, and their communities? If so, join us as we support early childhood education programs across the country to create positive outcomes for the children and families served.

The Operations and Facilities Coordinator is responsible for playing a critical role, working closely with the Director Operations and senior management staff. The coordinator is the first point of contact for all external vendors, maintenance, janitorial staff and delegate employees seeking assistance/or support in the areas of facilities management. This role manages office functions and provides administrative support to the operations department and its Director.

Why Acelero?

Our mission is bold: To design and deliver research and evidence-based approaches to eliminate the gaps between young childrenʼs inherent potential and their achievement in school and life. With our partners, we accelerate child and family outcomes that honor all of the aspirations and cultures of the communities we serve.

Our values: Data-Informed Learning; Transparent & Open Communication; Growth Mindset; Championing Equality; Caring Teams & Communities.

What You'll Do:

• Works in concert with the Director of Operations and Departmental Managers to develop and uphold operational procedures, implement strategic initiatives and complete projects that impact the Company's business objectives.
• Supports Director of Operations and Operations Department in meeting all programs or companywide goals.
• Serves as the initial point of contact for all submitted service tickets, emails, and general facility requests regardless of location, which includes troubleshooting problems.
• Establishes and prioritizes work orders in the ticketing system.
• Communicates and assigns work orders to technicians.
• Provides reports on open and closed work orders and checks status with the appropriate Technician.
• Liaises with contractors to assure stated work is completed properly.
• Maintains the plans for fire evacuation and disaster response. Serves as the facility emergency response coordinator.
• Responds to all emergencies. Emergency Liaison with Municipal departments.
• Coordinates with our Learning and Development team to communicate emergency plans.
• Fields urgent issues and communicates with building engineers in the event of emergencies.
• Supports and facilitates communication and action between departments.
• Ensures timely and quality service delivery to clients, which includes following-up with clients to ensure customer satisfaction.
• Provides administrative support to the Operations team.
• Maintains and updates administrative policies and processes.
• Maintains contracts for all utilities, communications, storage, cleaning services, and trash removal.
• Establishes and maintains listing of all lease required services, i.e.. Preventative Maintenance Agreement, etc.
• Maintains up-to-date records, including vendor/contractor lists and files, in all formats.
• Purchases technology, janitorial and building supplies.
• Issues company supplies to personnel, while maintaining an inventory of equipment.
• Prepares internal billbacks and documents for all spending related activities.
• Maintains and manages purchase orders and expense reporting.
• Maintains inventories for and ensures responsible use of supplies and equipment (including maintaining proper control and procedures with corporate purchasing and credit cards), mail handling, processing letters/correspondence, events/meeting planning, staff meeting coordination and minutes, report generation, invoice/expense reporting and contact database management.
• Maintains all technology equipment and software, including printers, copiers, desktop computers, laptops, AV, etc.
• Performs computer maintenance, updates and images, loads approved software and troubleshoots computer issues in concert with contracted IT vendor.
• Maintains the transportation fleet, obtains insurance cards and vehicle registrations. Ensure motor vehicle inspections are conducted.

What You'll Bring:

• 1. A high school diploma, GED, or HSED required; associate degree preferred.
• 2. Minimum of three (3) years of customer service experience required; in a large office environment, or supporting multiple locations, or in a school is a plus.
• 3. Experience using databases required; use of a ticketing portal or scheduling software preferred.
• 4. Project management experience preferred.
• 5. Certified Playground Safety Inspector (CPSI) preferred but not required.
• 6. Physical exam and background checks are required for this position.
• 7. Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
• 8. Must have a valid driver's license and/or reliable transportation.

How Much:

This position pays $66,327 annually.

Why You'll Love Working with Us:

A meaningful mission that drives real change in the l