POSITION OBJECTIVE: Leads the strategic and day-to-day management of all facilities, administrative, and operational activities across the organization, cultivating an office environment grounded in exceptional hospitality, organizational effectiveness, effective communication and safety.
REPORTS TO: Chief Financial Officer
LOCATION: Washington, DC; Eligible to earn telework 2 days/week
PAY RANGE: $110,000 - $140,000 annually
DUTIES and RESPONSIBILITIES:Facilities Management
- Direct maintenance of the office to create a professional and clean space.
- Develop and maintain professional relationships with property management and facility management vendors, including maintenance, cleaning and security services.
- Work with key stakeholders to create a work environment that fosters collaboration and organizational effectiveness.
- Manage the purchasing, distribution and collection of office supplies and office furniture.
- Manage office leases and other property obligations.
- Set and manage office assignments for DC office staff.
- Participate in and lead office redesigns and/or relocations, as applicable.
- Collaborate with employees located in the Minnesota office to manage facility needs.
Team Management
- Lead and develop the Office Operations team, including Office Services Coordinator, Project Coordinator, and Receptionist/Administrative Assistant.
- Recruit, hire, and onboard staff, and manage staffing coverage for front desk and administrative functions
- Maintain training materials and manuals for each function.
- Foster a service-oriented culture focused on responsiveness and professionalism
Meetings and Events Operations
- Assist in coordinating, planning and executing events held in the DC area.
- Plan corporate in-house or off-site activities in the DC area, including catering, parties and celebrations.
- Oversee logistics and operational support for internal meetings in the Washington, DC office, including Board of Directors meetings, state Farm Bureau visits and coalition meetings.
- Manage conference room scheduling, meeting policies, and pantry/catering procedures.
- Negotiate and manage hotel contracts for meeting space, F&B, and sleeping rooms.
- Maintain and update operational guides and manuals, including front desk, meeting booking, and conference room procedures.
Administration
- Serve as primary point of contact for office related issues and respond to inquiries.
- Execute responsibilities within the approved Operations budget.
- Develop and maintain business continuity plans, emergency preparedness plans and other office procedures/policies as applicable.
- Develop and maintain office guidelines, procedures and employee training.
- Administer travel management system, including staff training and escalated approvals according to outlined Travel and Expense policy.
- Collaborate with key stakeholders to monitor vendors and organization policies and review annually for updates.
- Schedule and disseminate staff communications and training for new and current employees on office policies and procedures.
RELATIONSHIPS: Communicate and coordinate with all AFBF staff, state Farm Bureau staff, Farm Bureau leaders and outside service providers.
EDUCATION OR TRAINING REQUIRED: - Bachelor's degree or equivalent experience
EXPERIENCE AND SKILLS REQUIRED: - Minimum seven (7) years• experience in office management or related field
- Minimum two (2) years• experience managing a team
- Proven track record of growing and maintaining partner and vendor relationships
- Expert knowledge of facilities and office administrator responsibilities, systems and procedures
- Strong leadership and team management skills
- Track record of forecasting, managing and achieving annual budget targets
- Demonstrated ability to think analytically and develop effective solutions
- Strong customer service skills, organization, and attention to detail • approachability and a great attitude are a must
- Excellent written and verbal communication skills
- Ability to maintain confidential information
- Able to work well under pressure, detail oriented, deadline driven, and able to manage multiple and changing priorities
PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS: - Travel management system administration experience
- Experience planning internal-facing meetings and events
- Proficiency in Microsoft Office software
OTHER REQUIREMENTS: TO APPLY: Please submit a cover letter and resume.
