Office and Facilities Manager

Office and Facilities Manager (Full Time)

PEER Services (peer services.org) is a leading nonprofit provider of community-based substance use prevention and treatment services for Evanston, Maine, New Trier, Niles and Northfield Townships, and the north side of Chicago. As a licensed treatment provider since 1975, we have transformed the lives of thousands of teens and adults and helped them open the door to a healthier, brighter future.

The Office and Facilities Manager (OFM) is a member of the Management Team and reports to the Finance and Operations Director. The OFM is accountable for smooth and efficient administrative support services, safe and properly maintained facilities, and cultivating a friendly, welcoming, and professional environment of care for staff, clients, and guests. The OFM is directly responsible and accountable for administrative and facility maintenance tasks and functions associated with the agency, including but not limited to intra-office communications and protocols, streamlining administrative policies and procedures, inventory control, administrative staff supervision and training, task management and productivity, scheduling and coverage, and health and safety in all facilities.

The OFM also plays an integral role in establishing and maintaining positive working relationships with vendors, office and facility contractors, and community partners.

The Office and Facilities Manager should possess a proven understanding and demonstrated success with office management, facility management, routine financial management, technology, project management, staff development and support, building relationships with vendors, and excellent customer service. In addition, the OFM provides administrative assistance and project management, as needed, by the Finance and Operations Director. The OFM directly supervises administrative support and maintenance staff, serves as liaison to IT contractors, vendors, and project contractors/leads, works cooperatively with members of the Management Team, and serves as a contact for external partners.

Performance Standards

• Perform all duties and demonstrate behaviors and attitudes consistent with PEER Services’ Mission and Core Values.
• Continually participate in building and maintaining positive working relationships through effective communication, performance improvement and teamwork efforts.
• Accomplish individual and team goals and objectives established by supervisor based on prior performance evaluation.

Job Duties

General Management and Leadership

• Ensure the Finance and Operations Director is kept abreast of all aspects of the office and facilities department.
• Serve as the primary contact for all office and facility related issues and needs.
• Assist with regular review and updates to office and facilities policies and procedures.
• Manage employee relations, staff projects, assignments, and responsibilities.
• In collaboration with the Finance and Operations Director, evaluate the need for additional services, staffing, training, and other support to fulfill agency and department needs.
• Maintain and update office certification and licensures related to facilities to stay compliant with the laws and regulations set by State grantees and Insurance payers.
• Leads and plans in-house or off-site activities, like parties, celebrations, and conferences.
• Serves on PEER’s Staff and Client Development Committee, the Staff and Agency Events and Celebrations Committee, the Safety Committee, and other committees and projects as assigned by the Finance and Operations Director.
• Works closely with the Finance and Operations Director and the Human Resources Manager in providing financial support and expertise to functions such as Payroll, and Accounts Receivable.

Office Management

• Maintain office inventory and supplies, including equipment inventory and process orders with necessary approvals.
• Maintains hard and electronic forms and documents, policy and procedure manuals, shared drive files, and other key documents for the organization.
• Works closely with Human Resources in On-Boarding new employees and making sure they are informed of necessary training, licensing, and…