Operations & Facilities Coordinator

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

Benefits offered by this job

Medical Insurance

Dental & Vision Insurance

HSA with company contributions

FSA for health/dep care

401(k) with company match

Disability & Life Insurance

Professional Development reimbursement

Employee Assistance Program

Wellness programs

Pet Insurance

ID Theft Protection

Employee discounts

Job summary

Acelero Learning is seeking an Operations and Facilities Coordinator to support the Director of Operations and senior management. This role acts as the first point of contact for external vendors and maintenance, manages office functions, and provides administrative support to the operations department.

You will help uphold operational procedures, coordinate service tickets, and ensure safety and emergency plans are current for multiple sites.

Qualifications

• Minimum of three years of customer service experience in a large office environment or supporting multiple locations.
• Experience using databases; ticketing portal or scheduling software preferred.
• Project management experience preferred.
• Certified Playground Safety Inspector (CPSI) preferred but not required.
• Travel up to 10% of time for work-related meetings.

Responsibilities

• Develop and uphold operational procedures with the Director of Operations and Managers.
• Support Operations in meeting programs and company-wide goals.
• Serve as the initial contact for service tickets and facility requests across locations.
• Establish and prioritize work orders in the ticketing system and assign to technicians.
• Provide reports on open/closed work orders and monitor status with technicians.
• Coordinate with contractors to ensure work is completed correctly.
• Maintain fire evacuation and disaster response plans; act as facility emergency liaison.
• Communicate emergency plans with Learning and Development team.
• Ensure timely and quality service delivery and follow up with clients.

Skills

Customer service

Databases

Ticketing software

Project management

CPSI (preferred)

Travel up to 10%

Education

High school diploma or GED

Associate degree preferred

Tools

Databases

Ticketing portal

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

• A high school diploma, GED, or HSED required; associate degree preferred.
• 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.
• Experience using databases required; use of a ticketing portal or scheduling software preferred.
• Project management experience preferred.
• Certified Playground Safety Inspector (CPSI) preferred but not required.
• Physical exam and background checks are required for this position.
• Travel required locally or long-distance up to 10% of the time for work-related meetings and

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 lives of children and families
• A collaborative, inclusive team that values your growth and well-being
• Robust benefits that support your total wellbeing, including:
• Medical, Dental, and Vision Insurance with multiple plan options to fit your needs
• Health Savings Account (HSA) with company contributions up to $800 annually
• Flexible Spending Accounts (FSA) for health and dependent care expenses
• 401(k) Retirement Plan with up to 4% company match and immediate vesting
• Company-paid Short-Term and Long-Term Disability and Basic Life Insurance
• Up to $500 per year in Professional Development Reimbursements
• Employee Assistance Program (EAP) with counseling and mental wellness support
• Wellness Programs, including virtual fitness, nutrition, and mindfulness classes
• Pet Insurance, Legal Assistance, ID Theft Protection, and Employee Discount Perks

Why Acelero Learning or Shine Early Learning?

• Ability to make an impact in the lives of the children, families, and partners we serve
• Career growth and professional development opportunities
• Supportive working environment
• Average of 5 weeks of paid time off during 1st year of employment
• Comprehensive benefits, including 401K matching and 100% vesting program

We are an equal opportunity employer, committed to creating a diverse and healthy work place.