Position Summary:
Reporting to the Director of Information Research and Administration, the Administration Support Supervisor provides a wide range of business and project support including day-to-day departmental functions, such as digital content and wayfinding, security management, office moves, hospitality service and event management.
This role supports the Director on assigned projects, including data analytics, project planning, process mapping, documentation, contract and invoice analysis, and facility obligations.
Position Responsibilities:
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Assist the Manager in planning, organizing, and coordinating functions relating to the operation of the business
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Track operational and project issues identifying opportunities to prioritize and resolve issues
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Develop and manage project and work schedules, identifying deliverable bottlenecks with recommendations for resolution
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Analyze and synthesize large volumes of data ensuring accuracy
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Administer FAF security system, streaming music and white noise system and ensure data integrity on digital displays and wayfinding
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Update office schematic for new hires and departures validating data on wayfinding system
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Assist with large-scale office relocation project and change management support
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Provide training to staff on new procedures and systems such as building access, food service and catering, conference center offerings, wayfinding, and digital display
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Maintain an updated client, customer, contractor management system
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Monitor expenses and budget in line with project and department budgets
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Provide recommendations and suggestions for improvements in departmental procedures and create new procedures in advance of office relocation
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Plan and coordinate business receptions and meal services from start to finish including location selection, efficient pricing, contract negotiation, meeting coordination, and final execution (e.g., FAF Holiday event)
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Maintain relationships with vendors, conference centers, and local hotel establishments; and assist with reserving hotel rooms blocks upon request
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Plan and supervise internal luncheons leveraging the landlords catering team, managing costs, and supervising food setups and meeting support Review and properly code all relevant invoices to the correct GL, adhering to internal procedures and approval policies
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Ad hoc projects and responsibilities as assigned by the Business and Operations Manager
Essential Skills and Experience:
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Minimum of 5 years business experience in office management, hospitality, event planning and project management
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Strong people management and organizational skills
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Solutions driven mindset capable of multi-tasking and problem solving
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Excellent oral and written communication skills
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High self-initiative with the ability to work well under pressure and independently
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Solid analytical skills with attention to detail
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Experience developing and maintaining project plans
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Fully versed in Microsoft Office Suite, Microsoft Project and Visio is a plus
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Exposure to contract and invoice management solutions is a plus
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Experience in data migration is a plus
The FAF is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. The FAF strictly prohibits and does not tolerate discrimination against employees, applicants or any other covered persons because of race, color, creed, religion, national origin, ancestry, ethnicity, age, gender, gender identity or expression, marital or civil union status, sexual orientation, genetic information, citizenship, military service, mental or learning disability or physical disability, pregnancy, or any other characteristic protected under applicable federal, state, or local law. All Employees are prohibited from engaging in unlawful discrimination. This Policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.