Operations & Facilities Coordinator

Acelero Learning; Pennsylvania; On-site; USD 60,000 - 73,000; Full time

Benefits offered by this job

Five weeks of paid time off

401K matching

Comprehensive benefits

Job summary

Acelero Learning in Philadelphia is seeking an Operations and Facilities Coordinator to support the Director of Operations and manage office functions across sites. You will act as the first contact for vendors, maintenance, and facilities requests, ensuring timely and quality service delivery.

You will maintain records, coordinate with contractors, and support budgeting, procurement, and fleet management while upholding safety and emergency procedures for all locations.

Qualifications

• A high school diploma, GED, or HSED required; associate degree preferred.
• Minimum of three (3) years of customer service experience in a large office or multi-location setting.
• Experience using databases required; ticketing portal or scheduling software preferred.
• Project management experience preferred.
• Certified Playground Safety Inspector (CPSI) preferred but not required.
• Travel locally or long-distance up to 10% of the time for meetings.

Responsibilities

• Collaborate with Director of Operations to develop and uphold operational procedures.
• Support Operations in achieving program and company goals.
• Serve as initial point of contact for service tickets, emails, and facility requests.
• Establish and prioritize work orders in the ticketing system; assign to technicians.
• Provide status updates on work orders and liaise with contractors.
• Maintain fire evacuation plans and serve as facility emergency response coordinator.
• Respond to emergencies and coordinate with municipal departments.
• Communicate emergency plans with Learning and Development team.

Skills

Customer service

Databases

Ticketing system

Project management

Driver's license

Travel readiness

Education

High school diploma or equivalent

Associate degree preferred

Tools

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:

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.

1. 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:

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.