Construction and Maintenance Office Manager

Job description

Summary: This position manages and coordinates the construction and maintenance department's day-to-day administrative functions and operations, ensuring efficient workflows, timely completion of administrative responsibilities, and effective support for departmental staff and operations. Essential Duties and Responsibilities: • Serve as primary administrative point of contact for the construction and maintenance department • Provide guidance and direction to administrative staff, including assigning, coordinating, and prioritizing office responsibilities to ensure efficient and timely completion of departmental administrative functions • Maintain departmental calendars, meeting schedules, and appointments; ensure timely communication of changes, priorities, and upcoming commitments • Prepare, maintain, and organize construction project files, maintenance records, permits, warranties, equipment manuals, vendor documentation, contracts, and other departmental records to ensure accuracy, compliance, and easy retrieval • Communicate with vendors to coordinate deliveries, service schedules, invoicing, and order status, ensuring projects and maintenance activities remain on schedule; assist with contract and service agreement administration • Oversee the preparation and submission of monthly expense reports and assist with monitoring departmental expenditures to ensure accurate tracking and appropriate use of department funds • Manage the processing of purchase orders, invoices, receipts, and other purchasing documentation, ensuring accuracy, appropriate authorization, and timely processing • Assist with sourcing and acquiring materials and supplies; maintain accurate records and inventory of supplies, parts, and materials to support departmental operations and ensure adequate availability • Maintain and manage regular contracted services and agreements, including fuel, waste services, and pest control • Manage and support the department’s CMMS software by maintaining accurate work order information, ensuring consistent data entry, and assisting staff with system-related processes and procedures; monitor work order status by tracking progress, identifying delays or outstanding items, and confirming timely completion of work • Coordinate application and user setup for the CMMS; assist with workflow development and configuration; facilitate testing of software functionality; and develop and implement training to ensure proper and consistent use of the application • Assist with/participate in construction and maintenance application screening and interviews as needed • Provide administrative support for employee timekeeping, attendance, scheduling, and related records, ensuring accurate and timely processing of payroll-related information • Maintain employee training, certification, and license records; monitor expiration dates, coordinate renewal activities, and ensure documentation is current and complete • Maintain and update inventory records for construction and maintenance supplies, equipment, tools, parts, and materials, ensuring information is accurate, organized, and readily available • Ensure accurate and timely documentation of daily and weekly construction and maintenance worksheets to support project tracking, reporting, compliance, and departmental recordkeeping • Develop and improve administrative procedures to increase efficiency and organization • Support new hire onboarding by ensuring employees receive necessary training, tools, uniforms, and other resources • Coordinate with the finance and accounting department to ensure purchases and payments are accurately authorized, processed, and completed on time • Assist with incoming maintenance requests and project updates by monitoring phone, email, and radio communications • Order and maintain adequate supplies of custodial, office, and other departmental materials • Perform other related duties and responsibilities as assigned • Maintain regular and punctual attendance • Work a modified schedule as needed and determined by management to support departmental operations, project requirements, and operational priorities Supervisory Responsibilities: • Provide effective direction, supervision, and evaluation of staff; provide ongoing coaching/guidance • Plan, direct, and coordinate the work plan for staff; assign work activities and projects; continuously review and evaluate methods and procedures • Select, hire, train, motivate and evaluate assigned personnel; provide or coordinate employee training; work with subordinate employees to correct deficiencies and resolve problems • Monitor work environment of staff; participate in the review, investigation and implementation of discipline and termination procedures in conjunction with human resources • Communicate information to staff as appropriate Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. • Excellent organizational, time management, and multitasking skills • Strong written and verbal communication skills • Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams • Ability to maintain accurate records and prepare detailed reports • Strong customer service and interpersonal skills • Ability to prioritize multiple projects while meeting deadlines • Knowledge of purchasing procedures, invoice processing, and budget tracking • Ability to work independently while supporting a collaborative team environment • High level of professionalism, discretion, and attention to detail • Ability to maintain confidentiality and exercise sound judgment • Ability to work effectively with employees, contractors, and vendors • Knowledge of construction terminology, maintenance operations, and facility management practices preferred • Valid driver's license with acceptable motor vehicle record to maintain Zoo standards of insurability Education and/or Experience: • High school diploma or GED required • Associate’s degree in business administration, facilities management, or a related field preferred • Three to five years of administrative, accounting, or office management experience, preferably in a construction, facilities management, or maintenance work environment • Experience with CMMS, work order management systems, or similar database-driven software application • Experience with purchasing, invoicing, budget tracking, and document management • Equivalent combinations of education, certifications, training, and relevant experience that demonstrate the ability to perform the essential functions of the position may be considered Physical Demands: While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; talk or hear and walk on uneven terrain including paved areas, gravel/rocks, and dirt/sand is required to access various locations in the Zoo. The employee may occasionally lift and/or carry up to 25 pounds. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. • Team-oriented environment • Primarily office environment with frequent visits to construction sites, maintenance areas, and other areas throughout the Zoo • Ability to work both indoors and outdoors in varying weather conditions when supporting department activities Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as a complete inventory of all responsibilities, duties and skills required for the position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an at-will basis. Benefits This is a full-time position and offers the following benefits: • Medical and Prescription Drug (Employee Coverage 90% Employer Paid, Dependent Coverage 55% Employer Paid) • Vision • Dental • Basic Life AD&D (100% Employer Paid) • Short Term Disability (100% Employer Paid) • Long Term Disability (100% Employer Paid) • Supplemental Life • Flexible Spending Account • 401k • Paid Time Off (Accrual Equivalent to 5 Weeks Per Year) • PTO Rollover • PTO Sell Back • Free Zoo Membership • Free Guest Passes • Discounts on Food, Merchandise, Attractions, Admission and Programs