Facilities Office Manager

Founded in 1988 by Paul Newman, The Hole in the Wall Gang Camp provides “a different kind of healing” to thousands of children with serious illnesses and their families annually – all completely free of charge. For many of these children and families, Hole in the Wall provides multiple Camp experiences throughout the year at the facility in Ashford, Conn, in dozens of hospitals and clinics, directly in camper homes and communities and through other outreach activities across the Northeast and Mid-Atlantic.

This position provides administrative support to the Director of Facilities and Programs department as needed. Duties include general clerical, receptionist, and project based work as well as managing all shipping and receiving for the Camp. Employee is expected to project a professional image through in person, written, and phone interactions. In fulfilling these responsibilities, the Facilities Administrative Assistant will model and transmit the Camp culture of Safety, Respect, and Love.

Our Facilities Office Manager can expect to…

• Through positive leadership, demonstrate the core values of the organization.
• Support the Facilities Department by answering the phone, following up on requests, sorting and delivering mail, communicating information to key stakeholders data entry, maintaining the department calendar, updating and ordering inventory, etc.
• Ensure any donations are documented (gift in kind form), checked for accuracy and are received by the appropriate party.
• Set up new hires in the time clock system. Monitor time clock for facilities staff to ensure accuracy and completeness. Prepare summary sheet bi-weekly for review by Director of Facilities, and transmit approved summary to accounting manager/CFO.
• Check monthly statements vs. receipts. Submit to Director of Facilities for approval and transmit electronically to accounts payable in a timely fashion. Maintain a file for all bills.
• Maintain vendor/contractor information and insurance records. Ensure that all vendors who will be on Camp while children are present are background checked before initiating the project. Upload documents to Sharepoint.
• Coordinate vehicle insurance and approved drivers for entire organization. Ensure that motor vehicle record checks are done on an annual basis and approvals are forwarded to Human Resources for filing as well as uploading to Sharepoint.
• Coordinate shipping and receiving for the camp to include all packages and mail delivered. Log them as appropriate and deliver to the addressee.
• Maintain and distribute camp radios including managing a sign out sheet. Order new radios and batteries as appropriate to ensure proper operation.
• Maintain all required paperwork and information in order to remain in good standing with American Camp Association, Serious Fun Camp Network, Department of Health, local Emergency Services, etc.
• Facilitate all paperwork for seasonal facilities hires including background checks and medical related information.
• Prepare notifications to local officials informing them of camp schedules and other related information in accordance with ACA and Serious Fun criteria.
• Assign work orders in the workflow management system when appropriate.
• Schedule pest control inspections, water deliveries, portable toilet pick up/drop off and cleaning as well as other essential camp services.
• Maintain the petty cash account including disbursement of funds, maintaining a ledger and requesting additional funds from accounting as necessary.
• Assist with management of site gate automation software and ensure access to all facilities team members, contractors, etc.
• Coordinate with outside vendors to schedule annual steam cleaning of upholstery camp wide as well as periodic cleaning of Guest Cabin and Annex for special events/etc.
• Serve as primary contact for org IT consultant to ensure required maintenance and proper functioning of office equipment.
• In conjunction with Assistant Director of Facilities, distribute, and collect camp vehicle as well as building keys. Assist in maintaining database of staff members and associated keys to ensure security.
• Assist with special projects and perform…