Position Title:                        Facilities Office Manager

FLSA Classification:             Non -Exempt

Reports to:                             Director of Facilities

Work Hours:                          7:30 a.m. – 4:00 p.m.

Work Calendar:                      Full Year

Description

The Facilities Office Manager plays a pivotal role in ensuring the smooth and efficient operation of all administrative and logistical functions within the educational institution's facilities division. The Office Manager will oversee scheduling, procurement, record-keeping, and ensuring compliance with institutional policies and regulatory requirements. By acting as a central point of contact, this role facilitates collaboration between departments and external partners to support ongoing maintenance, renovations, and emergency response efforts. Ultimately, the Office Manager contributes to the overall mission of the educational institution by enabling the Facilities Department to operate and respond effectively to the needs of a multi-campus school community.

Essential Functions and Tasks

• Manage daily administrative operations of the Facilities Department, including correspondence, scheduling, and document management.
• Coordinate maintenance requests, track work orders, and liaise with vendors and contractors to ensure timely completion of projects.
• Maintain accurate and updated records of facilities assets, budgets, and expenditures, supporting financial monitoring, reporting, and resource allocation.
• Support the planning, scheduling, and execution of facility-related events and accompanying ancillary services.
• Maintain accurate and updated records of safety inspections, permits, reports, and compliance audits, proactively scheduling renewals accordingly.
• Serve as the primary point of contact for internal and external stakeholders regarding facilities inquiries and issues.
• Assist in developing and implementing office policies and procedures to improve operational efficiency.
• Prepare reports, presentations, and communications for department leadership and institutional stakeholders.
• Oversee inventory management of office and maintenance supplies, ensuring availability and cost control.
• Adheres to the Employee and School Handbooks and recommends potential revisions and updates to the School Handbook to the Director of Facilities.
• Commits to the Employee Expectations and Standards of Professional Excellence as the non-negotiable foundations for employment at St. Francis Episcopal School and complies with Physical Requirements and Work Environment.
• Completes various tasks related to the employee’s yearly goals and the school’s long-range and strategic financial plan.
• Be assessed through the Professional Growth and Evaluation Program.
• Performs other tasks and duties as assigned by the Head of School and/or supervising director, including extracurricular.
• Employees may be required to work remotely or engage in telework activity as determined at the employer’s sole discretion.
• This job description is intended to describe the basic, critical elements of the job and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.
• This job description does not constitute a contract. It may be modified or amended at any time as determined in the employer’s sole discretion.

Minimum Qualifications

• High school diploma or equivalent required; Associate’s degree or higher preferred
• Minimum of 3 years of experience in office administration, preferably within facilities management or an educational environment
• Experience with facilities management software or work order systems.
• Knowledge of safety regulations and compliance standards relevant to educational facilities.
• Demonstrated ability to manage budgets and vendor contracts.
• Familiarity with project management principles and tools.
• Proficiency with office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking abilities with attention to detail.
• Excellent verbal and written communication skills.
• Able to work both independently and as a part of a team, as needed.