What are the responsibilities and job description for the Operations Specialist position at Bay East Association of REALTORS?
The Operations Specialist will play a key role in supporting the Association's operations by managing contracts, overseeing property maintenance, and assisting with Foundation programs and initiatives. This individual will ensure smooth contract review processes, maintain property functionality and safety, and support the Foundation’s mission through effective program coordination, event planning, and administrative support.
Primary Responsibilities
Contracts
- Conduct initial reviews and analysis of contracts related to events, services, and products, focusing on key provisions such as indemnifications, privacy terms, fee escalation clauses, and other legal or financial obligations.
- Summarize and provide feedback on contractual terms to internal departments, highlighting risks and obligations.
- Develop tools, templates, and processes to streamline contract review and ensure compliance with company policies.
- Maintain accurate records of contract reviews, track lifecycles, monitor key deadlines, and manage renewals through the contracts database.
Property Management
- Conduct routine inspections of common areas, including bathrooms, kitchens, hallways, event centers, and offices, ensuring cleanliness, functionality, and safety.
- Coordinate regular maintenance and repairs of HVAC, plumbing, electrical, and security systems, maintaining detailed records of all activities.
- Manage vendor relationships, update contact information, and oversee facility security systems, including alarms, cameras, and access controls.
- Track and monitor utility usage and assist with annual budget planning.
- Maintain updates for office and event spaces on the website.
- Maintain security systems, including managing building access cards and alarm codes.
- Maintain facility security solutions (alarm system, cameras, building access system)
- Maintain vendor relations and update contact information.
Foundation Programs and Support
- Administer Foundation programs, including application and selection processes for grants and scholarships, ensuring alignment with program guidelines.
- Coordinate Foundation fundraising events, such as the Scholarship Luncheon and Trustee Networking Events, while managing compliance requirements, such as annual raffle reports.
- Prepare agendas, minutes, and backup documentation for Board and Committee meetings, ensuring adherence to policies and procedures.
- Collaborate with committees and teams to meet strategic goals and drive the Foundation’s initiatives forward.
- Maintain and update Foundation website content and social media platforms to promote programs and events effectively.
Secondary Responsibilities
- Assist with building construction projects and facility improvements.
- Coordinate telecommunications accounts and place orders for IT equipment and supplies.
- Support Human Resources with posting job openings, managing employee records, and coordinating onboarding/offboarding processes.
- Plan and execute staff events and meetings in collaboration with the Operations Manager.
- Coordinate insurance policy renewals, ensuring timely submission of required documents.
Qualifications
- Bachelor’s degree in Business Administration, Operations Management, or related field, or equivalent work experience.
- Strong attention to detail and ability to analyze legal documents.
- Proven ability to manage multiple projects and deadlines efficiently.
- Familiarity with property management, contract review, and event coordination.
- Excellent communication and interpersonal skills for collaboration with internal teams, tenants, and vendors.
- Proficiency in Microsoft Office Suite and database management tools.
Salary : $29 - $34