Director of Facilities Administration

Role: Director, Facilities Administration

Reports to: Senior Director, Facilities Operations

Program: 9005-Operations/Facilities

Department: Facilities Operations

Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018

Schedule: Monday - Friday, 8:00am - 4:30pm

Status: Full-time/Exempt/Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

Job Description Summary:

Under the supervision of the Senior Director of Facilities Operations, the Director of Facilities Administration will be responsible for overseeing agency's purchasing, reviewing and analyzing vendors contracts, documenting cost analysis, evaluating and ensuring adherence to contracts and grants requirements and that City, state, and federal laws are being followed. Provides administrative support to the Facilities, Procurement and IT Departments. Oversee the procurement, servicing and management of agency vehicle fleet.

Job Description Essential Duties and Responsibilities:

• Provides administrative support to the Facilities and I.T. departments.
• Supervises and provides leadership to Procurement staff to ensure high performance, customer service-oriented work environment that supports achieving the department and agency's mission, objectives and values.
• Responsible for managing procurement and negotiation with contractors and vendors.
• Develop and maintain reports of purchases that are tied to specific contracts, grants, and/or other projects and work with Finance to reconcile utilization of funds.
• Responsible for overseeing the delivery and distribution of client supplies and furniture.
• Oversee agency procurement policy and procedures to include revisions as needed and compliance with state requirements.
• Responsible for negotiating purchases and leases of agency vehicles.
• Responsible for the development and implementation of systems and procedures for the usage and maintenance of agency vehicles.
• Attend contract management meetings to discuss the needs of departments pertaining to program related expenses.
• Review and approve program related purchase requests and ensure procurement documentation is properly maintained.
• Responsible for setting up and managing corporate accounts.
• Review and approve all invoices and ensure that they are properly coded and documented for accounting staff.
• Coordinate and assess needs of programs and administrative departments to assist with utilization of private and institutional grants.
• Support with the responsibilities of the Senior Director, when out of the office.
• Oversee services, relations, and contracts of all agency-wide TPC's outside vendors.
• Manages the distribution and collection of all keys, fobs, and remotes.
• Supports with department recruitment by screening candidates, completing job postings requisition request, offer requisitions and PAFs.
• Responsible for collecting and processing all vendor invoices to submit to A/P
• Perform additional duties as assigned

Job Description Qualifications:

• Bachelor's degree, or an equivalent combination of education and experience required
• Self-motivated and able to successfully work in a fast-paced environment
• Strong interpersonal skills with an ability to work effectively with a wide range of people, teams and vendors
• Ability to think critically about problems and be creative in finding solutions
• Strong communication skills - including writing, editing, and speaking
• Advanced organization, planning, collaboration and implementation skills with the ability to handle multiple assignments at once
• Comfortability facilitating small groups in-person and on-line
• Detail oriented with excellent time management and communication skills
• Strong Computer skills, including Microsoft Office, Outlook, TEAMS, ZOOM, etc.
• Demonstrates an ability to use new technology and media equipment (computers, projectors, etc.)
• Valid CA Driver's license, reliable car, auto insurance, and an acceptable driving record

Job Description Work Environment: