Facilities Administrator

We are currently seeking a Facilities Administrator to join our Facilities team. This full-time (37.5 hours per week) position is responsible for ensuring the smooth operation of office administration and reception services, providing exceptional customer service to clients, visitors and staff, supporting security and safety functions, and serving as a primary support resource for agency facilities, security and communication systems.

We welcome and encourage you to apply if you feel connected to JFS’ mission. While Jewish values and history guide us, we recognize that our work is best accomplished through the collaboration of individuals from a variety of cultures, skills, and perspectives. If you meet most of the position qualifications, we encourage you to apply.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Serve as a key point of contact for internal and external stakeholders requiring administrative support, external use, or front office coordination in collaboration with the facilities team.
  • Coordinate hospitality services for executive and board meetings, including room set-up, catering, and visitor access.
  • Manage the facilities knowledge base to support efficient onboarding and resource sharing for new and existing staff.
  • Responsible, with oversight from the Director of Facilities and Security, for closed record retention management and purging.
  • Maintain office supply inventory, coordinate purchasing, and ensure cost-effective ordering and usage.
  • Maintain operational procedures and documentation of both Reception and Facilities administrative services and create instruction documents.
  • Maintain an Emergency Response Action and Business Continuity Plan in collaboration with the Director of Facilities.
  • Schedule, lead, and document agency safety drills; create and communicate security procedures for building access; ensure compliance with safety protocols.
  • Act as subject matter expert for building access systems and associated security software; liaise with vendors to implement, maintain, and troubleshoot access controls.
  • Administer security system enrollment, manage access permissions and data, including setting up staff and guests with accounts and access, issuing access cards, and running reports.
  • Administer agency keys, including distribution, collection, and record keeping.
  • Provide timely notifications of security concerns to the Facilities Director, Manager, and/or CIOO.
  • Manage agency VoIP, LAN, and cell phone equipment; liaise with service vendors and oversee number and phone assignment, troubleshooting, and maintenance processes.
  • Serve as the primary team member on rotation for reception coverage during after-hours and weekend events, including community workshops.

 
QUALIFICATIONS:
Education/Experience:

  • Bachelor’s degree and a minimum of four years of experience in an office administration, front desk or customer service environment, or an equivalent combination of education and experience.

 
Knowledge, Skills, and Abilities:

  • Excellent customer service and interpersonal skills, with a strong sense of discretion and sound judgment.
  • Proficiency with complex software systems and telecom platforms; ability to troubleshoot technical issues.
  • Organized, detail-oriented, and able to manage multiple tasks and deadlines effectively.
  • Professional oral and written communication.
  • Knowledge of Jewish community and culture and prior non-profit experience are pluses.
  • Strong ability to stay focused and refocus quickly after interruptions.
  • Flexibility and a collaborative working style with a positive attitude.
  • Effective project management and problem-solving skills.
  • Calm, personable, and professional demeanor in all interactions.
  • Reliable, punctual, and consistent in attendance.

 
Technical Skills:

  • Proficient with standard office equipment, VoIP/multi-line phone systems, visitor management systems, surveillance tools, and computers.
  • Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
  • Experience with customer service and security-related software a plus.
  • Ability to quickly learn and train others on new software platforms.

 
SALARY AND BENEFITS:

  • The pay for this position is $26.27 – $32.10 an hour.
  • Jewish Family Service offers a generous and comprehensive benefits package including:
    • 100% employer-paid premiums for employee medical, dental, life insurance, long-term disability, and employee assistance program.
    • 15 annual vacation days increasing to 20 after 2 years, and generous paid sick time.
    • Paid Federal and Jewish holidays.
    • 5% employer contribution to 401k retirement plan (no employee contribution required).
    • Additional benefits include: vision coverage and FSA enrollment.
    • JFS values and provides opportunities for continued growth and learning for all team members.