Facilities Operations Officer

Responsibilities

The Facilities Management unit is seeking a sharp execution-oriented Facilities Operations Officer to support the coordination of facilities, management, operational planning, and administrative priorities to ensure efficient day-to-day operations and successful execution of key initiatives.

Reporting to the Executive Director of Facilities and Operational Support Services, the selected candidate duties and responsibilities include but are not limited to the following:

• Direct and coordinate the day-to-day administrative, financial and operational activities of Facilities and Operational Support Services.
• Supervise and provide guidance to assigned staff, fostering a culture of accountability, collaboration, and customer service.
• Manage and oversee the unit’s operating budget, including budget planning, forecasting, spending projects, expenditure monitoring, fiscal reporting, budget modifications and financial analyses to support executive decision-making.
• Serve as the primary liaison with vendors, contractors, and service providers.
• Oversee contract administration, procurement activities, purchase orders, requisitions, service agreements and invoice approvals to ensure compliance, fiscal accountability, and high-quality service delivery.
• Develop project plans, timelines, and deliverables; monitor progress, troubleshoot issues, and identify bottlenecks to ensure timely project completion.
• Cook up operational activities across facilities support functions, including building maintenance services, space management, security service, warehousing operations, mailroom service, printing operations, vendor coordination and other related support functions.
• Provide operational and administrative support to the Executive Director, including preparation for meetings and assistance with presentations, memoranda, reports, and briefing materials.
• Develop and implement operational processes and standard operating procedures, to enhance efficiency, service delivery, regulatory compliance and workplace safety.
• Oversee staffing needs, resource allocation, hiring and onboarding coordination, and continuous employee development initiatives.
• Analyze operational and financial data to support decision-making and identify opportunities for improvement.

Requirements

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and the Collective Bargaining Unit representing employees serving in the civil service title.

Qualifications

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above.

Preferred Skills

• Experience in facilities management, operations, contract administration, and budget oversight.
• Strong knowledge of procurement practices, contract management, and financial controls.
• Demonstrated ability to manage complex vendor relationships and multiple concurrent projects.
• In-depth knowledge of operational service functions, processes, and best practices.
• Strong leadership and people management skills, with the ability to motivate and lead teams effectively.
• Excellent strategic thinking, problem solving, and decision-making abilities.
• Excellent communication and interpersonal skills, ability to collaborate and influence at all levels of the agency, and ability to effectively liaise with tenants, stakeholders, contractors, and regulatory bodies.