Job Description
Job Description
Office Administration & Facilities, Senior Team Lead
Reports to : Manager, Events and Operations
Our Organization
We are a medical specialty certifying board serving anesthesiologists. Since 1938, we have been administering certification exams and today we take an innovative approach to certification and continuous learning. We foster practice standards that instill confidence and trust that board-certified anesthesiologists have the knowledge and skills to provide high-quality patient care. We are dedicated to elevating expertise in an evolving profession. Our mission is to advance the highest standards of the practice of anesthesiology. We work together with physician anesthesiologists to ensure they provide the best care possible for every patient, every day.
Position Description
The Office Administration & Facilities Senior Team Lead oversees the day-to-day office administration ABA Headquarters (31k of square footage) and AIME Center location (35k of square footage) ensuring operations run smoothly, safely, and remain clean. Additional responsibilities include coordination of mailings, managing external storage inventory, supply inventory and purchasing for HQ and AIME, photocopying, and securing destruction of material. The position also manages routine vendor relations, responsible for support of office security, supports exam administration, oversees certificate printing coordination, and other office support services. The Office Administration & Facilities Senior Team Lead supervises and mentors the Facilities Coordinator I as a direct report and work alongside outside service to turn the space over for visiting boards and ABA exams.
Education
- Associate’s degree in business administration or a related area, preferred, or comparable work experience.
Skills
Strong attention to detail.Strong organization and accuracy skills.Effective project management skills with the ability to meet scheduled deadline.Ability to prioritize, organize, and manage multiple projects.Excellent written and oral communication skills.Ability to operate ABA office equipment including, but not limited to, photocopiers, printers, fax, microfiche, and 10-key adding machine.Ability to use Microsoft software. (emphasis on Word and Excel)Ability to perform physical responsibilities of moving furniture and boxes for HQ and The AIME Center. Ability to interact effectively with professional colleagues and vendors.Experience
Minimum of 6 years of experience in property and facilities management.Specific Responsibilities
1. Mail
Maintains knowledge of current postal regulations.Shipping items to special events and board meetings.Oversees online mail account services for UPS, FedEx, and USPS.Plans, organizes, and executes mailings and supervises Facilities Coordinator I.2. Certificates
Work with vendor to organize and print candidate certificates and certificates of appreciation.Work with vendor to create electronic certificates and coordinates uploading and communications with varying other departments.Order and maintain supply of candidate certificates and certificates of appreciation.Respond to constituent inquiries regarding certificate matters. Fulfill requests for duplicate certificates.3 . External Storage / Inventory
Maintain purged items inventory.Maintains off-site inventory and reviews with Manager, Events & Operations quarterly.Retrieves / places documents / materials from storage as necessary.Assists with oversight of fixed assets. Coordinates staff auctions for end-of-life equipment.Works with Senior Accountant and IT to organize expired equipment sales.Find ways to streamline furniture flips and reduce costs.4. Supply Inventory / Purchasing
Procures necessary supplies for both HQ and The AIME Center.Manages inventory levels, provides usage reports to event planning team for billing purposes.Responsible for invoice coding to accurate general ledger budgeted accounts and approved in a timely fashion for future payment.5. Vendor Relations
Liaison with building management on scheduled maintenance, elevator scheduling, suite cleaning, repair issues, and communication of building issues to employees.Seek multiple bids for projects and new vendors as noted under company policies.Evaluate vendor relationships annually for service reliability and cost effectiveness.6. Office Support Services
Schedules and interacts with vendors that service each piece of office equipment.Know when maintenance agreements / contracts are due and discuss with supervisor to determine if vendor is performing adequately.Participates in space planning, as needed.Support suite security by overseeing staff security fob issuance. Ensure fobs are inventoried, assigned correct access and hours, and reconciled for staff departures.Work with building and IT in support of office panic buttons.Oversee and assist room switchovers for the exams and events. Physically move furniture as needed to ensure rooms are prepped for exams and events. Physically help vendor to reset rooms at the end of each event.Be available during events for support and troubleshooting of issues.Alert Manager, Events & Operations of any findings Facilities Coordinator I shares after completing daily floor walks at HQ and The AIME Center.7. Other Duties
Secure shredding and destruction of materials.Coordinate with HR evacuation plans and educate staff.Ensure fire marshal codes are followed.Other duties as assigned.Responsible for budget for building facilities for HQ and The AIME Center.Special Requirements
Ability to lift up to 60 lbs. on occasion.Ability to sit or stand for extended periods of time.Ability to walk the office space daily.Must be able to work onsite in Raleigh, NC five days / week.
