Facilities Operations Supervisor

About the role

The Adler Planetarium is seeking a Facilities Operations Supervisor to manage the facilities management software, supervise the Operations Support Team, and provide administrative support for the Facility Department.

Responsibilities

• Facilities Management Software Management
• Administration of the system, user profiles, and work orders to ensure data integrity.
• Overseeing the lifecycle of work orders from creating and updating them to tracking and closing them for maintenance staff and vendors.
• Tracking invoice information to tie purchases and rendered services to work orders and asset information.
• Tracking information and updates for facility assets, parts inventory, key management, and other facility management modules.
• Team Supervision
• Assisting the Senior Facilities Operations Manager with recruiting and training new staff.
• Scheduling and delegating tasks to the Operations Support Team.
• Cooking grounds-keeping schedules to maintain the lawns and overall care of the exterior property.
• Handling special mailing and freight requests or inquiries.
• Tracking the progress of office renovations and painting projects.
• Scheduling supply inventory checks and making approved purchases as needed.
• Scheduling setup and reset details for daytime events (internal events, public activities, special meetings, etc.) to ensure event setups and resets are completed properly.
• Conducting regular quality control and general facility inspections, and monitoring facility reports.
• Conducting general grounds-keeping, mail distribution, office renovations, supply inventory, Adler van inspections, and event setups or resets if needed to cover team shifts occasionally.
• Vendor Management
• Aiding with tracking vendor services and escorting vendors as needed.
• Tracking invoices, addressing invoice concerns with vendors as needed.
• Setting up vendors for Accounts Payable and updating the vendor contact list.
• Filing reports and COIs.
• Administrative Support
• Researching supplies and equipment, and ordering and tracking approved purchases.
• Managing the maintenance and inventory of the two-way radio equipment.
• Organizing and updating electronic documents, the department’s intranet page, and other internal references.
• Providing support as needed for planned projects and initiatives.
• Managing staff onboarding and departures regarding ID badges, keys, staff lockers, uniforms, etc.
• Coordinating and facilitating first aid certifications for internal staff.
• Performing other maintenance and administrative duties as needed.

Compensation & Benefits

• Base Pay Range: $19.00-$22.56/hr
• Work-Life Balance: 35-hour workweek
• Accrual of up to 15 vacation days per year to start
• 3 sick days as of date of hire (can accrue up to 6.5 days per year)
• 7 Adler paid holidays
• 4 Personal Holidays (Prorated for new hires starting after January 1st)
• Flexible Work Arrangements
• Paid Family Bereavement Leave & Jury Duty
• Paid Parental Leave
• Competitive Health Coverage
• Medical, Dental, & Vision insurance
• Healthcare, Dependent Care & Commuter flexible spending accounts
• Adler Paid Short-Term Disability insurance
• Retail Savings Plan 403B plan with Adler match
• Eligible to enroll as of the date of hire
• Network of Support through our EAP programs
• Resources to help address emotional, legal, and financial issues
• Face-to-face, telephonic, and web-based services
• Free subscription to the Calm Premium app
• Employee Loan Program
• Discounted Onsite Parking Program
• Free Entrance to Chicago area museums and cultural institutions

The Person

Applicants should have an aptitude for understanding and facilitating workflow management and operations to ensure consistency and prompt results. They will need organizational skills and a strong sense of ownership to effectively juggle independent and team responsibilities and be comfortable providing feedback to ensure quality work. Applicants should be able to demonstrate strong attention to detail, including but not limited to: tracking operational needs to schedule shifts and coordinate tasks accordingly; ensuring work orders and assets in the facility management software are comprehensive and consistent in standards; and reviewing invoices for inconsistencies. Someone who has an administrative background and is willing to occasionally “get their hands dirty” for minor maintenance duties, as well as has a passion for facility operations, property management, project management, or office/business administration, will thrive in this position.

Required Qualifications

• A high school diploma or GED
• Two years or more of professional work experience in facility operations, property management, office/business administration, project management, or similar.
• Basic knowledge of computers and Google Suite.
• Basic skills in operating hand tools.
• Demonstrated experience in strong attention to detail, organization, communication, and task management.
• Able to perform maintenance and office duties.

Preferred Qualifications

• A Certification or Associate's Degree in facility operations, property management, office/business administration, project management, or similar.
• Three or more years of professional work experience in facility operations, property management, office/business administration, project management, or similar.
• One year or more of professional work experience in a leadership/supervisory role.
• Prior experience with software in work order management, facilities management, and/or project management.