Facilities and First Impressions Team Manager

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The Facilities and First Impressions Team Manager is responsible for coordinating the office and building maintenance to ensure organizational effectiveness, efficiency, and safety. This position ensures streamlined administrative processes and office operations and procedures while maintaining facility functionality. This position provides management oversight of the First Impressions Team, supporting high quality customer service and experiences. This position reports to the Chief Operating Officer (COO) and works independently to plan and accomplish facility-related goals, objectives, and initiatives based upon budget allocations.

This position requires a commitment to and culturally competent approach to Diversity, Equity, Inclusion and Belonging. At The Coordinating Center, we aim to dismantle inequalities within our policies, systems, programs, and services by embracing Diversity, Equity, Inclusion and Belonging (DEI&B) and leading with respect, acceptance, and compassion. It's what makes us exceptional in achieving our mission and drives us to deliver culturally competent and effective care coordination services. We believe we are stronger together.

Essential Responsibilities

• Manage the development, implementation and coordination of all organization-wide office and facilities related policies, procedures, and standard operating procedures. •
• Recommends changes in office and facilities and organizational programs to maintain the organization's objectives.
• Maintains expertise in use of facility technology related to facilities operations and First Impression activities.
• Maintains policies, procedures, and standard operating procedures regarding the use of core equipment and core processes associated with facility operations.
• Provide training for other coworkers on equipment use, as required, to support operational consistency.
• Responsible for the hiring, orientation and ongoing training and supervision of First Impression Team members, which are the front desk receptionists to our office.
• Responsible for managing office key inventory for all access points in the facility, including kitchen, housekeeping, and general office supplies (e.g., pens, paper, staplers).
• Manage and coordinate (approves) the purchasing of office supplies, program materials, small equipment and furniture, and any other office necessities in accordance with company purchasing policies and budget restrictions.
• Locate and meet with vendors of materials, equipment, and supplies within the scope of position to determine product availability and terms of sale. Collaborates with vendors to routinely evaluate cost of facility-related items and makes recommendations to internal leadership regarding cost savings opportunities.
• Work with Contracting Department to meet facility-related contract requirements with facility vendors, contractors, or other entities. Serves as the primary point of contact for all external communication with those entities.
• Manage, operate, and assess the building's HVAC (Heating, Ventilation, and Air Conditioning) automation control system, electrical, plumbing, appliances, and other essential facility equipment to ensure ongoing functionality.
• Manage the buildings security system and access control system which includes the ordering of coworker access fobs, conducting building alarm system checks, and being the point of contact for any emergency reports in relation to the facility.
• Manages the physical space of the office areas including, but not limited to, coordination of office space for coworkers (e.g., setup, assignment, relocation) and the setup for Board meetings, staff meetings, and other scheduled events.
• Maintains accurate office layout maps and monitoring of the quality of housekeeping services for the facility.
• Maintains organized and accessible storage spaces (e.g., storage closets) within the facility.
• Coordinates and provides oversight for all mailing processes (e.g., bulk mailing, certified mail, permits, postage accounts) for The Center completed by the First Impressions Team.
• In collaboration with IT, will troubleshoot and/or correct system issues within the telecommunications system. Communicates system failures to COO in a timely manner.
• Serves as the contact person for the HOA and Community Association. Provides updates to COO regarding HOA and Community Association changes. Attends and coordinates internal invitations, as required, for HOA and Community Association meetings.
• Collaborates or supports IT maintenance and distribution of telecommunications inventory. Documents distribution and return of telecommunications equipment in The Center's Equipment e-Tracking System.
• Prepare credit card and invoice reconciliation for all office and facilities purchases monthly.
• Complete minor, small projects to maintain facility aesthetics (e.g., picture hanging, minor wall repairs using spackle and touch-up paint). Facilitate external vendors for larger projects after obtaining project approval from COO.
• Represent Facilities Management and First Impressions Team on internal councils/committees.
• Serves as the point of contact for resolution of facility related issues identified by leaser, vendors, HOA representatives, or similar.
• Works primarily onsite with the option to work remotely occasionally to complete business-related tasks.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• At least five years of experience in managing and supervising multiple aspects of facility operations required. Specific experience in office and facilities management preferred.
• Experience with performing minor facility repairs (e.g., touch-up spackling/painting) and projects (e.g., picture hanging).
• Bachelor's degree in business administration or related field preferred.
• Proficiency in Microsoft Office Suite.
• Proficient knowledge of general office equipment.

In addition to the above qualifications, a successful coworker is expected to consistently demonstrate:

• A positive working attitude that supports the needs of their assigned team.•
• A commitment to continuous quality improvement while working with coworkers in a team oriented collaborative governance model.
• The ability to be supportive of the mission and values of The Coordinating Center with a commitment to a person-centered, family-centered, and culturally competent philosophical base.
• The ability to practice excellent organizational skills.
• The ability to adapt to the changing healthcare environment, continuously changing workload/client assignments.

Work Environment

• This position operates in the Millersville, MD office or a HIPPA compliant remote work environment, which routinely uses standard office equipment such as computers, phones, and printers/scanners.
• This position is eligible for remote working; however, each coworker must be able to establish a designated office space for work that meets all HIPPA requirements.
• This position must have high speed Internet connection and familiarity with Microsoft Office Suite (i.e., Word, Excel, Access, and Outlook), databases, and using tools to communicate remotely.

Physical Requirements

The physical demands described here are a representation of those that must be met by a coworker to successfully perform the essential functions of this job. While performing the duties of this job, the coworker is regularly required to do the following:

• Must be able to remain in a stationary position (50% or more) of the time.
• Must be able to operate a computer and other office equipment, such as a scanner, copy machine, telephone, and printer.
• Must be able to frequently communicate by telephone and exchange accurate information.
• Must be able to move/rearrange office furniture independently, using moving devices, or support.
• Must have reliable transportation and proof of automobile insurance, if required to travel for position.
• Must be able to occasionally move about the inside of the office, as needed, to access printers, faxes, supplies, and escort guests.

The Center complies with the American Disabilities Act and will make reasonable workplace accommodations to meet the specific needs of a Coworker.

Other Duties

Please note this is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the coworker for this position. Duties, responsibilities, and activities may change at any time.