Office Administrator

Office Administrator

The Office Administrator supports the Facilities Department at The Hotchkiss School, ensuring the smooth and efficient operation of the Facilities Office. We are looking for a professional with strong administrative and organizational skills and experience in office operations. Prior experience in facilities is not required.

The Office Administrator provides administrative support to the Director of Facilities and the Facilities Team through a variety of tasks related to office management, scheduling, organization, and communication. The Office Administrator is responsible for the day-to-day operations of the Facilities Office, including coordinating work orders, assigning and prioritizing requests, maintaining records, and supporting compliance and safety processes.

The Office Administrator must be able to communicate effectively via phone, email, and online systems, manage multiple priorities, and ensure that administrative duties are completed accurately and in a timely manner. The ideal candidate is detail-oriented, organized, and able to work independently, using sound judgment and problem-solving skills to support the department's operations.

Essential duties and responsibilities include:

• Greet all Office guests and execute follow-up communications to deliver a high standard of customer service.
• Act as liaison for the Facilities Department and build effective working relationships with internal and external customers using professionalism, discretion, and good judgment.
• Receive all contractor/consultant invoices, review (or ensure proper School representative reviews) for accuracy, and process each for payment through the Business Office.
• Maintain an environment that is welcoming and inclusive to persons of all backgrounds and roles.
• Receive, screen, and direct phone calls, take messages, and answer questions.
• Send out Facilities announcements and communications as needed or directed.
• Persist in accomplishing objectives with excellent attention to detail.
• Maintain the Director of Facilities' calendar.
• Prepare, coordinate, and organize meetings as required, including room reservations, attendee notifications/confirmations, and distribution of meeting materials when needed.
• Maintain office supplies and equipment.
• Maintain the uniform purchase and replacement process.
• Establish and maintain electronic and hard copy filing systems. Maintains contractor and vendor files that are relevant to the Assistant's routine contacts.
• Sort and direct mail.
• Efficiently utilize online tools to ensure facilities work assignments are designated to the appropriate person or area, including but not limited to:
• Manage the online work order system (Brightly) for all community services and trades
• Prioritize work requests, including emergencies, and distribute them to appropriate personnel or vendors.
• Professionally communicate when a work request is not a priority, not within the budget, or is not an authorized service provided by facilities.
• Manage compliance and risk management under facilities, including but not limited to:
• Thoroughly and consistently monitor, review, and collect Certificates of Insurance from outside contractors, confirming proper limits against standard protocol, in-force (active) insurance coverage, and identifying questionable situations that may require additional insured clauses. Work collaboratively with the Business Office and the insurance company to support risk management.
• Work collaboratively with facilities supervisors and vendors to provide annual energy usage reports to outside compliance consultants.
• Maintain reports on fuel usage and generator testing. Quarterly submission of reports to CTDEEP and other government offices.
• Prepare and maintain Excel worksheets, forms, tables, reports, questionnaires, and other documentation required to manage and track Environmental Protection Agency and Department of Energy and Environmental Protection Compliance data requirements for electric, oil, propane, fuel, waste, air, water, asbestos, lead, and radon. Provide this data on a demand basis to State Inspectors and community members as it relates to State Regulations and all safe workplace Provide monthly compliance data reports to the school consultants for use by the Chief Financial Officer.
• Maintain records pertinent to facilities that are required by other local, state, and federal regulatory agencies, including but not limited to the Department of Health, Fire Marshal, Building Official, Conservation Commission, Planning and Zoning, State Elevator Inspector, etc.
• Provide annual energy usage reports to outside compliance consultants to satisfy NOx compliance, Tier II compliance, Emissions and Heating Equipment Operations compliance.
• Maintain MSDS sheets and required postings.
• Create/Maintain Excel spreadsheets for planning and budgeting purposes that capture all building data, including material construction, square footage, room numbers and size, renovations, and replacement costs.

Additional duties as needed and assigned.

Skills and experience required include:

• High school diploma or equivalent required.
• Two years of college or business school is preferred or any combination of education, training and experience that provides the knowledge, skills and abilities required for this position.
• Experience in construction, facilities management, asset management, insurance or risk management, or a related field is preferred.
• Applied computer skills, including proficiency in Microsoft Office Suite applications, Google Docs/Sheets, Gmail, Google Calendar, CMMS Systems, and the ability to learn new software.
• Demonstrated proficiency in business writing and oral communication using correct spelling and grammar.
• Proficient and accurate typing skills.
• Ability to plan, organize, and prioritize work to maintain workflow consistent with the pace of the office and in order to meet schedules and timelines.
• Must be able to learn, interpret, and apply knowledge of facilities and general school operations.
• Excellent interpersonal skills with the ability to communicate with students, staff, parents, and the public using patience and courtesy, and in a manner that reflects positively on the department and the school.
• Ability to independently, and with minimal instruction, perform all of the duties of the position efficiently and effectively.

Physical conditions include:

• Primarily an office environment.
• Must be able to walk, stand, stoop, and navigate stairs.
• Repetitive motion (use of computer keyboard); working for extended periods of time at a computer, requiring the ability to focus, comprehend, and process information.
• Work is primarily indoors, but requires the incumbent to be outdoors when traveling between campus buildings.
• The work environment described is representative of those an employee encounters while performing the essential functions of this job.

Compensation and benefits include:

Pay Range: $28.00-$33.65 per hour/year

Your starting pay within the posted range is determined by an individualized assessment of your relevant experience, skills, abilities, and internal pay equity.

Comprehensive Healthcare: Medical, dental and vision coverage starts the first of the month following your start date.

Financial Future: 403(b) Retirement Plan with up to a 12.5% employer match.

100% Hotchkiss-paid Protection: Basic life insurance, short- and long-term disability plans are fully paid for by Hotchkiss.

Investing in Your Growth:

• Tuition Assistance: Full-time staff with one or more years of service can apply for tuition support toward job-related accredited education, advanced degrees and specialized certifications.

• Departmental PD Funding: Access to dedicated annual department funds for professional development opportunities such as workshops, conferences, and professional memberships.

Paid Time Off: 10 paid holidays, 1 floating holiday, ~12 PTO days accrued per year, 10 vacation days, plus 5 paid days off to use during school breaks.

Community Life: Work alongside engaged colleagues, share complimentary meals together in the dining hall during your shift, and take advantage of our athletic facilities, golf course, lakefront, trails, Fairfield Farm and vibrant calendar of arts and athletic events.

*The summary above provides an overview of the benefits and perks available at Hotchkiss. Specific health, retirement, and professional development programs are subject to eligibility criteria, waiting periods, application and approval processes and program limits. Full terms are defined in official plan documents and posted policies.

The essential functions and basic skills have been included in this description. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer committed to basing judgments concerning the employment of individuals