Job Title: Facilities and Administrative Services Manager
Department: Administration
Immediate Supervisor: Executive director
Positions Supervised: Administrative assistant, receptionists, archivist and mail/reproduction services clerk
Purpose of the Job: Responsible for cost effective, efficient management of the systems that operate one four-story, 60,000 square foot building. Maintains the physical plant to support the multiple missions of the Bar. Contracts with vendors for support services, supplies, and furniture requirements to include capital projects. As the emergency response coordinator, ensures the physical security and safety of the building and its occupants. Coordinator of all parking operations. Supervises the archivist in scanning functions and office supply requirements. Oversees the operation of the mail room and copy center. Directs the receptionists in their role of greeting callers and visitors to the Bar. Coordinates the insurance program and interfaces with the NC Department of Insurance and a private broker.
Essential Job Responsibilities:
- Manage and direct the work effort of the administrative assistant.
- Supervise and provide instruction to the receptionists based on standing operating procedures, meeting and visitor expectations, and security requirements. Create an on-call, backup list of trained receptionists.
- Supervise the receipt of mail, sorting and distribution, overnight mailing services, and reprographics. Create an on-call, backup list of trained personnel to provide services.
- Create the annual maintenance budget and track expenses throughout the year.
- Conduct regular preventive maintenance inspections of the building to detect and resolve potential problems before they occur.
- Self-perform routine maintenance tasks such as small plumbing repairs, light bulb and ballast replacement, furniture repairs, door adjustments, and similar malfunctions not requiring the expertise of professional tradesmen.
- Negotiate contracts for building improvements, copiers, telephone service, postage equipment, repairs, maintenance, and janitorial services. Plan and manage all repair and installation activities.
- Maintain repair parts inventory and place orders for maintenance and janitorial supplies as necessary.
- Manage security, alarm, and fire suppression/detection systems and ensure compliance to applicable building, fire, electrical, mechanical standards, and codes.
- Maintain inventory of all keys for the building, offices, and furniture and issue them as required. Instruct the network manager on issuing access credentials.
- Ensure workplace compliance with health, safety, and environment policies.
- Receive requests from outside organizations, determine availability of rooms, and approve or disapprove room usage based on internal criteria. Consult with the executive director when necessary.
- Assist with coordination of approved building usage by outside organizations.
- Assist with event planning and provide meeting support to accommodate internal NCSB activities.
- Coordinate with the NC State Department of Administration Parking Division and private parking vendors for parking spaces. Create parking standing operating procedures and ensure all employees are informed. Assign employee parking.
- Contract with a plant vendor and ensure the plants are maintained or replaced as required.
- Maintain the landscaping, plants, and shrubbery around the building. Contract with a landscaper as required.
- Supervise the painting of the facility when needed. Hire professional painters when necessary.
- Manage the shredding program and coordinate with the vendor for services.
- Become familiar with the database software used by the archivist.
- Coordinate, edit, and publish the monthly employee newsletter “The Council” with an assistant.
- Manage the insurance program for the Bar such as building & contents, directors and officers, dishonesty bonds, copiers, art, etc. (less workers' compensation and employee benefits).
- Must be able to respond to facilities-related emergencies after hours.
Accountability and Authority:
As the facilities manager this position reports to and is directly supervised by the executive director. The facilities manager maintains vendor relationships and negotiates contracts for the most efficient and cost-effective services. As administrative services manager, this position supports the operation of the departments of the Bar and coordinates with managers and staff for their requirements.
Education, Experience, and Skills:
- Associates degree required; bachelor’s degree preferred.
- A minimum of five years in office services and employee management required.
- A minimum of five years of maintenance experience required; Certified Facilities Manager and/or Facilities Management Professional certifications are a plus.
- Experience repairing plumbing and electrical problems; knowledge of tools and their use.
- Knowledge of HVAC, fire suppression, and electric generation systems.
- Knowledge of insurance types and terms is a plus.
- Excellent communication and interpersonal skills in keeping with the Bar’s culture.
- Accomplished organizational skills, ability to manage time efficiently and to change priorities quickly when necessary.
- Must always maintain a current driver’s license and appropriate vehicle insurance as part of the job function.
- Must be able to write clearly and succinctly in developing correspondence, policies, reports, and proposals.
- Must be computer literate with experience using Microsoft Outlook, Excel, and Word.
Working Conditions:
- Position is exempt in accordance with the Fair Labor Standards Act
- Hours: 9:00 a.m. to 5:00 p.m. Monday – Friday, one hour lunch break. Work in the office is required.
- Overtime: as required, unpaid. Responds to calls outside normal work hours and returns to work as required to resolve urgent problems.
- Work under severe weather and temperature conditions may be required while clearing ice and snow from the steps and walkways into the building.
- The ability to lift up to 50-pound boxes is required.
- Travel: some, mileage reimbursed.
For Questions About this Position: Please email Martha Fletcher, human resources manager.
The North Carolina State Bar is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.
