Facilities Operations Administrator

Overview

Nakupuna Companies is looking for a Facilities Operations Administrator. Support the success of the Nakupuna Companies by providing facilities and workplace operational support in a fast-paced office environment with various tasks and functional activities.

The Facilities Operations Administrator supports the success of the Nakupuna Companies by administering facilities programs and business operations across assigned locations. The position evaluates operational needs, develops and implements processes, administers vendors and service agreements, monitors expenditures and service performance, and advises facilities leadership and internal stakeholders on practical courses of action for implementation.

The position's primary duty is administration of facilities and workplace operational support directly related to management and general business operations. The employee is expected to compare alternatives, develop and interpret policies and operating requirements, prioritize complex assignments, and exercise discretion and independent judgment on matters affecting cost, service continuity, risk, compliance, workplace experience, and operational effectiveness.  This position reports directly to the Facilities Project Manager.

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time.

Decision-Making Scope

• Independently evaluates facilities issues, available resources, service risks, and competing priorities; selects or recommends an appropriate course of action within delegated authority.
• Develops, interprets and implements facilities policies, standards, service levels, and operating practices; recommends exceptions or revisions when business conditions warrant.
• Leads significant assignments with limited day-to-day direction and coordinates cross-functional stakeholders, vendors, property managers, and service partners through completion.
• Make recommendations that may materially affect operating cost, vendor performance, employee safety, regulatory readiness, business continuity, and the use of company space and assets.
• Resolve facilities matters within delegated authority and escalate significant matters outside delegated authority while providing management with a documented assessment, alternatives, cost or risk implications, and a recommended resolution.

Essential Duties and Responsibilities

The following reflects management's definition of the essential functions of this position. Management may assign or reassign duties and responsibilities at any time based on business needs.

Facilities Operations and Program Administration

• Administer assigned facilities programs and operating practices across one or more locations, ensuring consistent service delivery and alignment with organizational objectives.
• Assess operational conditions, identify gaps or recurring issues, determine root causes, and implement sustainable corrective actions rather than relying solely on transactional fixes.
• Develop, document, maintain, and improve facilities policies, standard operating procedures, service standards, playbooks, and internal controls.
• Establish priorities for work orders, preventive maintenance, repairs, space needs, and service requests based on urgency, business impact, risk, cost, and available resources.
• Administer central workplace services, including building operations, reception, cleaning, catering, parking, shipping, conference room services, office equipment, and workplace technology support.
• Serve as a subject-matter resource for facilities processes and advise employees and leaders on requirements, options, and resolution paths.
• Monitor facilities operations and identify opportunities to improve efficiency, service delivery, cost effectiveness, safety, and employee workplace experience.

Vendor, Contract, & Procurement Administration

• Procurement: Develop scopes of work, solicit/analyze vendor proposals, and recommend selections based on technical, risk, and cost factors.
• Vendor Management: Manage vendor relationships, onboarding, compliance/insurance documentation, performance tracking, and contract renewals.
• Commercial Coordination: Partner with Contracts, Procurement, Accounts Payable, and property management to resolve performance or payment issues.
• Accountability: Monitor contractor compliance with scope, schedule, budget, and safety expectations, demanding corrective action when necessary.
• Financial Approvals: Authorize routine expenditures within delegated limits and escalate thresholds requiring higher approval.

Facilities Maintenance 

• Oversee all activities inside the building, ensuring health and safety standards are met and arranging for repairs when needed.
• Manage central services such as reception, cleaning, catering, and parking as needed
• Evaluate facilities and office equipment service needs and coordinate appropriate vendor or service response under applicable maintenance agreements.
• Work with property management, service providers, and internal stakeholders to address building-related issues affecting business operations.
• Conduct monthly facilities and preventative maintenance assessments to identify deficiencies, operational risks, recurring issues, and potential improvements.

Facilities Project Support

• Serve as primary facility point of contact for access control, coordinating access requirements, resolving access-related issues, and partnering with Security, property management, and other stakeholders
• Oversee and coordinate maintenance and repair activities for facilities and equipment.
• Oversee facility refurbishment, renovations, remodels, and construction
• Identify and implement facilities Standard Operating Procedures to increase effectiveness and efficiency.

Special Projects

• Additional projects and responsibilities may be assigned based on business needs.

Qualifications

Skills/Qualifications: Organizational and planning skills, discretion, technical knowledge, analytical skills, time management, excellent communication, customer service, and problem-solving skills. 

Education / Experience:

• The ideal candidate must thoroughly know Microsoft Office 365, Windows, Office, and desktop software.
• Bachelor's degree in facilities management, business administration, operations, project management, or a related field is preferred. An associate degree plus substantial relevant experience, or an equivalent combination of education and experience, may be considered.
• Experience independently administering complex assignments, evaluating vendors or service options, tracking budgets or performance, and advising management is strongly preferred.
• Experience serving in or working for the U.S. military is also highly desirable.

Must be a U.S citizen

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $65,000.00 to $70,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.