Facilities Administrator/Coordinator

Title: Facilities Administrator

Reports To: Property Manager

Direct Reports: N/A

FLSA Status: Exempt

Job Overview

Southern California-based commercial construction & development company Howard CDM is seeking a reliable and team-oriented Facilities Administrator to join our growing firm. This is a great opportunity for a career-minded person who would enjoy working in a fun and fast-paced environment for a company with a track record of upskilling and promoting its employees.

The Facilities Administrator’s responsibilities include but are not limited to supporting the Property Manager in managing the schools’ physical property, helping to ensure that the school facilities are safe/clean environments for the staff and students, and serving as a liaison between the schools and any external agencies related to the property including insurers and local government officials.

Facilities Administration

This position has three worksites: School Site A, School Site B, and our office in Bellflower.

School Site A – 2 to 3 times a week

• Under the supervision of the Director of Facilities oversee daily operations of the physical property, including routine maintenance, inspections, repairs, and renovations.
• Under the supervision of the Director of Facilities, assist in preparing the annual SMG Facility Operating Budget and Quarterly/Year-end Variance Reports.
• Secure and monitor service contracts for grounds services (HVAC, Landscaping, Exterior Lighting, Janitorial, Security, etc.), ensuring contract specification and budgetary compliance.
• Conduct and coordinate property inspections to identify potential compliance and safety issues (weekly, monthly quarterly, semiannual, annual) for all services.
• Provide scheduling for service and special project activities, in-house maintenance teams and outside vendors.
• Develop, coordinate, and maintain the GoFMX Work Order System; work orders to be issued timely; reviewed and finalized; categorical maintenance records completed and maintained.
• Coordinate and oversee the preventative maintenance plans for the site; utilization of GoFMX for on-going scheduling.
• Meet weekly with administrative staff on issues relating to campus security and maintenance; some issues may require additional coordination and oversight.
• Assist campus teams in maintaining compliance with safety standards and regulations, as well as with local, state, and federal building codes.
• Review and approve accounts payable; processing must be performed weekly from the Howard CDM Office location.
• Prepare client and partnership monthly invoices for submittal to managing entity and client; submit for payment when approval received.
• Respond to emergency afterhours calls as needed, dispatching service.

School Site B – 2 to 3 times a week

• Provide administrative support for the Facilities Director to include work orders, daily operating procedures and special projects.
• Assist Director of Facilities with property inspections to ensure compliance with service agreements, safety standards and regulations, and compliance with local, state, and federal building codes.
• Assist with maintaining office records, i.e. janitorial supplies usage, insurance certificate, paid invoices, inspection reports and similar office records.
• Develop user guide for maintaining the GoFMX Work Order System
• Assist Director of Facilities with review and issuance of work orders; finalization; maintenance and updating of the categorical records.
• Support the Director of Facilities in liaising with the school and any external agencies related to the property.

Office in Bellflower – Wednesday Afternoons

• Support and collaborate with the Property Manager/Director of Facilities as needed

Qualifications

• 2+ years’ experience directly supporting commercial property administration/management required.
  • Experience specifically with school properties a major plus, not required.
  • Basic knowledge of property maintenance, including HVAC/plumbing/electrical, required. IFMA courses a plus.
• Must be able to pass both a Live Scan process & a TB assessment
• Proficient with Microsoft Office Suite (Outlook, Word, Excel) Required
• Experience with Pelican and/or GoFMX a major plus, not required
• Valid California Driver’s License Required
• Strong communication and organizational skills – must be self-driven and organized
• Ability to work effectively in a team and to handle emergencies calmly
• Excellent time management & organization skills
• Associate’s or Bachelor’s degree in Business Management, Real Estate, or similar field a major plus.

Logistics & Benefits

• Full-time, Monday – Friday, 8am – 5pm.
  • On call for emergencies
  • Location typically divided up: 20+ hours a week at Site A, 16 hours at Site B, 4 hours at Bellflower Office
  • Lifting/carrying files and papers up to 25 pounds
  • Some bending/kneeling required, walking frequently
  • Stationary, seated position as needed
  • Driving to/from School Sites and our Office
• $66,560/yr - $68,500/yr
• Company Cell Phone
• Monthly auto allowance for use of personal vehicle
• Health Insurance
• Dental Insurance
• Vision Insurance
• 401K with Company Matching
• PTO + Paid Holidays
• Section 125 Plan and Flex Spending Accounts

How We Determine What We Pay
Howard CDM determines pay for positions using local, national, and industry-specific survey data. We evaluate external equity and the cost of labor/prevailing wage index in the relative marketplace for jobs directly comparable to jobs within our company. Our posted salary range is based on national data and may be refined for a candidate's region/town/cost of living.

For new hires, we strive to make competitive offers allowing the new employee room for future growth. Salaries will be based on the applicant’s location, level of experience, education, and specialized knowledge and skills. Additionally, we consider the external market rate, the amount we have budgeted internally, and internal equity within the company for the same position. An employee/candidate with a stronger skill set will receive higher pay.

Howard CDM is an Equal Opportunity Employer; employment with Howard CDM is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.

All offers of employment at Howard CDM are contingent upon clear results of a thorough background check, drug screen, and your ability to provide proof of eligibility to work in the US.

Employment with Howard CDM is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Howard CDM, with or without cause, with or without notice, and at any time. Nothing in this policy or any other policy of Howard CDM shall be interpreted to be in conflict with or to eliminate or modify in any way, the at-will employment status of Howard CDM employees.