Office and Facilities Manager (Full Time)

Interested candidates should send their resume and cover letter to: Hina Lodhi, Finance and Operations Director at hlodhi@peerservices.org

PEER Services (peerservices.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 policy requirements throughout their employment at PEER.
Oversee the storage and destruction of records and documents according to agency policy, including employee personal files and provide timely reminders of upcoming compliance issues.
Serve as record keeper and note taker for All Staff meetings, Committee meetings, and other meetings/events as assigned.
Manage vendor relations and onboard vendors to Peer A/P system.
Ensure vendors and contractors invoices are received, reviewed and processed timely.
Process all mail received and process donation checks as per agency policy.
Continuously evaluate process and systems to bring efficiency in the agency operations
Supervise administrative support staff, delegates responsibilities as appropriate, and tasks are completed accurately and timely.
Send staff reminders for official updates on agency closures, and any other important news and updates.
Manage and covers front desk in absence of administrative assistants M-F 7a – 3p.
Assist with planning and preparation for agency open house events.
Work alongside Director Finance and Operations on projects and systems implementations as assigned.

Facility Management

Ensure PEER facilities and offices are clean, functional, in good repair, safe and in compliance with third party requirements (i.e., OSHA, DHS/DBHR).
Serve as the safety officer for the organization, conducts and documents monthly safety inspections, ensures that all drills and procedures are implemented to adhere to our credentialing bodies.
Respond to calls for onsite matters after hours, including overnight and weekend alarm calls when necessary.
Manage the day-to-day tasks involved with building repairs, renovations, and upgrades, including creating a quarterly facility maintenance check, working with staff and vendors to assure it is successfully completed.
Assists in reviewing bids and work orders as well as invoices for work done.

Classification, Compensation, Work Schedule, and Benefits:

This is a regular, full-time, exempt, 40 hours per week position.
Work Location: In person
Compensation is between $50K to $60K annually, dependent on experience and qualifications.
Work hours on-site M-F will be based on the needs of the agency and staff availability.
Benefits include comprehensive health (medical, dental and vision) coverage; 12 paid holidays; accrued vacation, sick and personal time; professional development training; and employee discounts through ADP.

Qualifications:

At least 3 years of office management and building/facility maintenance experience.
Minimum High School Diploma or GED, a bachelor’s degree preferred.
Demonstrated competency with MS Office programs, Electronic Health Records, Security Systems, and technology.
Knowledge of principles and practices of organization, planning, records management, research, and general administration.
Flexible schedule and able to adjust working hours to meet agency and staff coverage needs.
Ability to work on multiple projects simultaneously, set priorities and meet deadlines.
Knowledge of data gathering techniques, such as Internet research or files analysis.
Demonstrated familiarity of DHS/DBHR, nonprofit organizations, OSHA, and other safety standards a plus
Must own a vehicle with insurance and willing to work out of Evanston when needed and other PEER offices, and locations for external meetings and, agency events.
Ability to lift and transport light office supplies.
Able to climb 2 flights of stairs throughout the day.

Characteristics:

Enjoys the administrative opportunities in supporting an office of diverse professionals with different schedules and needs.
Friendly, professional demeanor and positive role model for other staff.
Energetic, self-starter and ability work independently and with a team.
Efficient, good time management, organizational, interpersonal, and written skills.
Attention to detail with good analytical and problem-solving skills.
Discrete and ability to maintain confidentiality, use good judgement and sensitivity.
Customer and service oriented.
Ability to communicate effectively and positively, using tact and poise, both verbally and in writing.
Ability to elicit cooperation from others and to assimilate and understand information in a manner consistent with the essential job functions.
Confident, collegial, and direct.

PEER Services, Inc. appreciates the opportunity to provide services to its diverse community, including people of color, low-income and financially insecure, non-English speakers, and LGBTQ+ individuals. We strongly encourage applications from people with these identities and other marginalized communities to join our staff to better serve our clients. PEER Services makes hiring decisions without regard to any person’s race, color, sex, creed, gender identity, gender expression, age, religion, disability, national origin, ancestry, genetic information, sexual orientation, marital status, parental status, pregnancy, military discharge status, source of income, FMLA status, or any other factor determined to be unlawful by federal, state or local statutes.

PEER Services’ Mission is to reduce the harms of substance use, addiction and stigma by engaging youth and adults with innovative prevention programming and by supporting people on their path to recovery through holistic, evidence-based treatment. We provide affirming services to all in need, regardless of their ability to pay.

PEER Services is a 501(c) (3) non-profit organization. Since 1975, PEER Services has provided community-based substance use prevention and treatment services to teens, adults and families in Northern Cook County, including Evanston, Maine, New Trier, Niles and Northfield Townships, and the north side of Chicago. PEER Services, Inc. is an Equal Opportunity Employer.