Facilities & Office Manager

Facilities & Office Manager

The SSI Group, LLC, headquartered in Mobile, Alabama, is a national leader in Healthcare Technology.

Purpose of Position

To oversee the smooth functioning of office operations through a wide range of administrative and managerial tasks, ensuring efficiency, productivity, and a positive work environment.

Duties and Responsibilities

Essential Functions

Facilities & Building Oversight (approx. 50%)

Oversee the maintenance of the office building by coordinating maintenance tasks and ensuring a tidy and well-organized workspace. Ensure the building is up to code for fire, city, and state labor requirements, including coordinating required inspections (e.g., elevators) and maintenance of building infrastructure such as cooling towers and generators in partnership with the corporate office.

Responsible for stocking of office furniture, supplies, inventory, and equipment to meet the needs of SSI employees.

Oversee the upkeep, cleanliness, organization, and supply levels of company breakrooms and common areas.

Coordinate all renovations of the building with the building owners.

Ensure the building is accessible at all times, including during weather events.

Handle logistical aspects of office operations, including coordinating security, cleaning, and other facility service providers.

Act as a liaison between building tenants, property management, and other external vendors.

Maintain accurate and up-to-date records related to office operations, facilities, and administrative activities as needed.

Assist with the preparation of reports and presentations related to office operations, facilities, and logistics as needed.

Financial and Vendor Management (approx. 20%)

Track office expenditures and help create general administrative budgets.

Responsible for negotiating contracts with outside service providers, managing bills, reviewing expenses, and making sure payments are sent on time.

Administrative Operations (approx. 30%)

Responsible for office assignments and space allocation across the organization, including preparation of office and desk assignments for new hires and clearing workspaces following a departure.

Responsible for the assignment and distribution of employee building access cards and related building access resources.

Facilitate communication between different departments as needed for office updates and changes.

Supervise facilities personnel and any outside contractors.

Coordinate travel arrangements for candidates participating in interviews and for new hires as needed.

Serve as a backup receptionist by providing front desk coverage, greeting visitors, answering incoming calls, and supporting general office operations as required.

Assist in the planning and execution of company on-site events, meetings, conferences, employee community volunteer activities, and employee clubs as needed.

Acts as a positive role model in all aspects of professional performance. Observe safety procedures and personnel policies.

Marginal Functions

Other duties as assigned

Skills, Knowledge, and Abilities

Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Vendor management and contract coordination skills.

Problem-solving and decision-making skills with the ability to respond effectively to facility and operational issues.

Knowledge of building maintenance processes, preventive maintenance programs, and vendor coordination.

Knowledge of workplace safety practices and emergency preparedness procedures.

Familiarity with applicable local, state, and federal workplace, safety, and building compliance requirements.

Ability to adapt to changing priorities and respond calmly during emergencies or unexpected situations.

Must possess excellent interpersonal and perceptive skills being able to effectively relate to individuals at all levels within the company.

Must be able to interact cordially and productively with co-workers in a team environment.

Must possess excellent organizational skills and be able to maintain a high level of confidentiality

Must possess excellent written and verbal communication skills.

Must be able to make independent judgment decisions with little supervision.

Must be able to use hands, fingers and wrists, repetitively, using a computer keyboard and other office equipment regularly.

Must be able to hear clearly with or without aids and see clearly with or without corrective lenses.

Ability to lift and move office supplies, equipment, and materials up to 25 pounds, with or without reasonable accommodation.

Must be able to sit for prolonged periods of time and move around the building regularly.

Must be able to proficiently speak, read and write in English.

Information Security and Data Protection

The SSI Security-First Mindset Information security and data protection is a shared responsibility codified in our commitment to the SSI Security-First Mindset. The SSI Security-First Mindset is comprised of five pillars and universally applicable to all employees, regardless of position description, assigned duties and responsibilities.

The Five Pillars of the SSI Security-First Mindset:

Pillar 1: Governance: Develop, implement, and enforce secure operational processes, procedures, and routines.

Pillar 2: Accountability: Take an active role in protecting company assets and system & data resources.

Pillar 3: Awareness: Recognize, report, and take action to resolve security risks.

Pillar 4: Preparedness: Develop, implement, test, and improve backup plans for operational processes, procedures, and routines.

Pillar 5: Collaboration: Communicate, share, and promote your Security-First Mindset at every opportunity.

Experience and Education Requirements

Education

Min/PreferredEducation LevelDescriptionMinimumAssociate's DegreeAssociate degree in Business Administration, Office Management, Facilities Management, or a related field; or an equivalent combination of education and relevant work experience.

Years of Experience

Minimum Years of ExperienceComments3Three years of experience in office management, facilities coordination, workplace operations, administrative management, or a related role. Experience coordinating vendors, service providers, maintenance activities, and building-related projects. Experience managing multiple priorities, schedules, and deadlines in a fast-paced business environment.

Certifications

Min/PreferredCertificationDescription

Acknowledgement

I have read and understand this job description and agree that I am able to fulfill the essential functions as stated above. I further understand that it is my responsibility to request an accommodation, if necessary, to fulfill the essential functions of this position.

Employee's SignatureDate________________________________________________________

Supervisor SignatureDate________________________________________________________

SSI offers competitive salaries and an excellent benefits package including medical, dental, life/AD&D, LTD, vision, 401(k) matching, paid vacation and tuition reimbursement.