Facilities Operations Administrator - Full Time

Greater Philadelphia YMCA Employment Opportunity!

POSITION PURPOSE

The Facilities Operations Administrator is expected to manage the activities, staff and third party personnel in the facilities department and support the Operations Leadership Team. They are to ensure all 3^rd party contractors/vendors are vetted properly and paperwork followed through and completed accordingly. Ensure implementation and flow of work orders through to completion while adhering to standards set for safety, security, general maintenance and cleanliness. Assist in the follow up of identifying, evaluating, and analyzing GPY facilities department functions across all branches while working closely with all branch facility directors. Report to the VP of Real Estate and Capital Projects. The Business manager will also manage scheduling, planning and calendarization of activities for the COO and VP, Property as required.

Y Work for the Y:

• Comprehensive benefits package which includes health, dental and vision insurance, paid time off, tuition reimbursement, etc.
• Eligible for a 12% company contribution to the YMCA Retirement Fund after meeting the requirements.
• 50% off programming including swimming lessons as well as childcare programs (early learning care, before and after care, day camp and overnight camp).
• Free YMCA gym membership.
• Employee referral bonus program.
• Opportunities for continuing education and professional training and development.
• Fun, collaborative, and mission driven environment.

ESSENTIAL FUNCTIONS

• Implement automated and manual systems.  Review branch data for accuracy and completeness.  Resolve all issues and problems.  Ensure processes and procedures are responsive to member needs. 
• Train staff on FM programs and applications. 
• Ensure timely reporting to third party providers.  Generate and reconcile program participation reports and ensure compliance with funder requirements. 
• Assist in the preparation of budgets Analyze and reconcile budgetary records and provide reports on trends. 
• Participate in association meetings as required.
• The responsibilities of the position include, but are not limited to, the following:
• Responsible for scheduling predictive and preventative maintenance, as well as repairs and new installations.
• Drive day-to-day maintenance work for areas of responsibility.
• Assist in planning and execution of capital projects.
• Financially authorize and release maintenance work orders.
• Interface with several groups to schedule maintenance work performed by site maintenance and contractors.
• Communicate maintenance and engineering activities to branch leadership to ensure proper preparedness.
• Lead weekly maintenance status meetings.
• Create and validate weekly maintenance schedule for areas of responsibility.
• Adjust maintenance schedule to align with production scheduling for reactive restoration work orders to minimize downtime.
• Ensure proactive regulatory inspection, test, and restoration requirements to operate the asset(s) are completed on time.
• Review and close completed work orders, and create follow-up work orders if required
• Own the GPY work order system and ensure its effectiveness
• Perform other related duties as required.
• Manage the COO’s and VP of Real Estate’s calendar

ROLE SPECIFIC REQUIREMENTS

• 1-3 years of related work order/facilities and/or automated record keeping systems.
• Excellent written and oral communication skills.
• Excellent PC skills, spreadsheet and word processing skills.
• Exhibit strong leadership skills; possess a passion for member service, building and maintaining a culture of member service excellence
• Perform other related duties as assigned.

OUR CULTURE

At the YMCA we value CARING, HONESTY, RESPECT, and RESPONSIBILITY in personal character and behavior and believe that they are essential to attaining our mission

OUR MISSION

To improve lives by connecting people to health, well-being, and to each other.

The Greater Philadelphia YMCA is an equal opportunity employer. The Y considers all applicants for employment without regard to race, color, religion, sex, national origin, age, physical or mental disability, or status as a Vietnam-era or special disabled veteran or other protected classification and in accordance with applicable laws.