Facilities Administrator

Facilities Operations Administrator

Redlands Christian Migrant Association (RCMA) is a nationally recognized non-profit leader in childcare and early education. RCMA operates more than 53 centers and 3 charter schools, with a staff of 1,400 employees, in 18 Florida counties. We have grown over the years through our policy of hiring from the communities served, forging a strong bond between parents and RCMA caregivers, teachers, and staff.

Purpose of Position:
Plans, organizes, and directs facilities operational and administrative functions, providing advanced coordination, systems administration, and regulatory compliance management. Provides administrative and systems support for the development, implementation, and maintenance of department policies and procedures. Supports facilities operations through records management, compliance tracking, reporting, procurement coordination, and administrative oversight activities.

Essential Duties and Responsibilities include the following; however, other duties may be assigned:

• Serves as primary administrator for Facilities operational systems, including SharePoint, HSES, RCMA ticketing system, and other related departmental databases; maintains data integrity, records management, reporting functions, and user access as appropriate.
• Maintains department records, compliance documentation, inspection reports, facility inventories, and electronic building files.
• Tracks inspections, permits, service agreements, warranties, and compliance deadlines to ensure timely completion of required activities.
• Assists with the development, implementation, maintenance, and revision of departmental policies, procedures, forms, and operational guidelines.
• Prepares reports, dashboards, spreadsheets, and other administrative documents to support operational decision-making and compliance monitoring.
• Coordinates departmental records retention and document management practices in accordance with agency requirements.

• Provides administrative support for facilities projects, including tracking project documentation, permits, contractor communications, project schedules, and closeout records.

• Assists with preparation of RFPs, vendor communication, and procurement documentation.
• Tracks equipment purchases and ensures documentation aligns with funding source requirements.
• Coordinates invoice processing, payment submissions, and documentation for facilities operations, maintenance, capital projects, and vendor services.

• Supports facilities leadership with statewide needs assessments, reporting requirements, and five-year planning documentation.
• Assists with tracking facility assessments, maintenance priorities, and capital improvement activities to support long-range facilities planning.
• Responds to initial inquiries regarding facilities functions and directs matters to appropriate personnel as needed.
• Assists in the development, implementation, maintenance, and revision of department policies, procedures, and Standard Operating Procedures (SOPs).
• Reviews and ensures all Davis-Bacon Act documentation is properly completed, executed, submitted, tracked, and maintained in accordance with applicable federal requirements.

• Assists with the coordination of vendor service contracts for fire and life safety systems.
• Reviews inspection and compliance reports to identify deficiencies and coordinates corrective actions with vendors and site staff.
• Maintains records related to safety inspections, compliance activities, and risk mitigation efforts.
• Coordinates with Risk Management regarding repairs and maintenance of agency-owned leased properties to support compliance with lease agreement requirements.
• Collaborates with Risk Management to ensure appropriate liability coverage is maintained for agency-owned and leased properties.

• Coordinates training documentation for facilities staff.
• Communicates with area staff regarding maintenance requests and project updates.
• Serves as a primary point of contact for facilities-related operational communication and coordination, providing support to staff, vendors, contractors, and other stakeholders.

Mandatory Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential duty element satisfactorily while exercising independent judgment and…