Operations Specialist

Child Advocates San Antonio; San Antonio (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Child Advocates San Antonio is seeking a Facilities Operations professional to ensure a safe, well-maintained CASA Campus and support staff and visitors with excellent service and communication. This exempt role may require after-hours work and participation in after-hour events as needed.

The candidate will coordinate daily facility needs, manage budgets and procurement, and work with third-party vendors to maintain buildings and systems while complying with CASA policies and federal/state

Qualifications

• Requires a high school diploma or GED.
• Two years minimum of office or facility operations experience.
• Experience with Microsoft Office products.

Responsibilities

• Oversee day-to-day operations of CASA Campus, including reserving spaces and custodial duties.
• Coordinate regular facilities inspections to ensure compliance and perform preventative maintenance.
• Identify recurring maintenance issues and implement long-term solutions.
• Collaborate with VP of People and Technology on facility needs and projects.
• Manage procurement, vendor quotes, and budgeting within CASA policy.
• Maintain relationships with facility vendors and contractors.
• Coordinate maintenance for mechanical, electrical, plumbing, HVAC systems with third-party vendors.
• Verify completed work and obtain appropriate approvals.
• Support after-hours emergency on-call as needed.
• Participate in mandatory and ongoing education for staff.

Skills

MS Office

Analytical thinking

Project management

Customer service

Communication skills

Multi-tasking

Confidential data handling

Education

High school diploma or GED

Associate's or bachelor's degree in Business Administration / Nonprofit Management

Job description

Job Summary:

You can make an incredible impact at CASA. You will be part of a caring and committed team of individuals working on behalf of children and youth experiencing foster care. To be successful in this role, you must demonstrate and champion alignment with our company’s vision, mission, and values in daily work actions. You must also demonstrate a commitment to complying with CASA’s policies, regulations, processes and participate enthusiastically in CASA’s culture of continual improvement, including support of our Entrepreneurial Operating System (EOS), Values-Based Leadership, and personal development.

This position is an exempt position and will require working hours outside of a typical work week. CASA will accommodate the selected candidate’s work schedule for any additional hours worked at after-hour events.

Intent of the Position:

Provides a safe and well-maintained environment for staff and visitors by coordinating daily facility needs and delivering excellent customer service and communication regarding facility updates and safety protocols.

Responsibilities:

• Responsible for day-to-day operations of the CASA Campus, including reserving the campus space and rooms together with routine custodial duties. Assisting in securing the building and security procedures: to include fire drills and active shooter drills.
• Coordinates and documents regular facilities inspections to ensure compliance with state and federal guidelines, while ensuring preventative maintenance and general repairs including drywall, countertops, cabinets, painting, lighting, doors/locks, sprinkler systems, and more are conducted regularly.
• Identify recurring maintenance issues and implement solutions for long-improvements.
• Coordinating with the Vice President of People and Technology on facility needs and implement building maintenance projects.
• Manages facility procurement and budgeting by following CASA’s Procurement Policy, securing vendor quotes, assisting in controlling maintenance costs, and providing input on future expense planning.
• Adheres to CASA’s Procurement Policy when securing vendor quotes and purchases, assists in managing maintenance costs to remain within budget, and provides input on expenses and maintenance needs for future budgeting.
• Manages relationships with facility vendors and contractors.
• Coordinates maintenance and repairs of mechanical, electrical, plumbing, janitorial, HVAC systems with third party vendor.
• Verifying work by vendors and contractors is completed satisfactorily and receives appropriate approval.
• Coordinates maintenance and repairs for the alarm system, security gates, office machines, i.e postage, printers and purchases of janitorial office supplies.
• Participate in and help monitor after-hours emergency on-call response as needed.
• Participate in advocate pre-service training within six months of hire and then in a minimum of 12 hours of ongoing education per year.
• Other duties as assigned by your leadership.

Required Education and Experience:

• A high school diploma or GED
• Two years minimum of office or facility operations experience
• Experience working with Microsoft Office products

Preferred Education and Experience:

• Associate’s or bachelor’s degree in Business Administration, Nonprofit Management, or a related field
• Three or more years of experience in office, operations, or facilities management
• Experience working in a nonprofit or mission-driven organization

Knowledge, Skills, and Abilities:

• Knowledge of MS Office applications, applicant tracking systems, Internet, and email software.
• Good analytical/critical thinking.
• Good project management skills.
• Excellent customer service skills.
• Organized and able to multi-task projects, assignments, and priorities.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively both written and verbally
• Ability to complete basic office tasks, including filing and faxing.
• Ability to process and handle confidential information with discretion.
• Ability to sit and work comfortably for up to 8 hours at a time.
• Ability to lift materials weighing up to 50 pounds, walking and standing for extended periods, and bending to reach for materials.
• Availability to work an 8-hour shift Monday through Friday between the hours of 8 a.m. and 6 p.m. with some flexibility for weekend work in the office.

Quality Assurance Requirements:

• Comply with National and Texas CASA standards and applicable grant requirements.
• Comply with all CASA policies, procedures and best practices
• Pre-employment drug screening required.
• Applicants must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility throughout employment.
• Applicants must pass a child abuse and neglect registry check and maintain abuse and neglect registry eligibility throughout employment.
• Possess proof of current automobile insurance and maintain throughout employment.
• Possess a valid current and unexpired Class “C” Texas Driver’s license and maintain throughout employment.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disabilities, and/or genetic information (including family medical history), any other characteristic protected by law. We comply with all federal, state and local laws and regulations regarding employment.

Texas Administrative Code (TAC) 377.113(a)(6) job descriptions for employees, directors, and volunteers.