Operations and Facilities ManagerArden Shore Child & Family Services • Waukegan, IL, US

No longer accepting applications

Operations and Facilities Manager

Arden Shore Child & Family Services • Waukegan, IL, US

2 days ago

Job type

Full-time

Job description

Job Description

JOB SUMMARY : The Operations & Facilities Manager ensures that Arden Shore’s facilities,

transportation systems, and administrative operations uphold safety, efficiency, and quality across

the organization. As a key member of the CQI & People team, this role supports compliance,

accreditation, and CQI functions by maintaining documentation, coordinating site safety reviews,

and supporting the implementation of systems improvements. This position plays a pivotal role in

preparing Arden Shore for its next phase of growth through the Family Advocacy Center —

strengthening the systems that make the organization a trusted, well-run, and community-engaged

institution.

KEY RESULT AREAS : This position is primarily based onsite, with a required onsite presence

on Wednesdays and Fridays to ensure leadership coverage during hybrid workdays. Remote

flexibility may be available on other days with supervisor approval.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Facilities Management & Building Operations (25%)

Oversee day-to-day maintenance, safety, and functionality of all Arden Shore facilities.
Coordinate repairs, inspections, and vendor contracts (HVAC, plumbing, electrical, janitorial,

landscaping, pest control, etc.).

Maintain preventive maintenance schedules, safety logs, and emergency preparedness

procedures.

Manage building access, alarms, and key distribution.

Ensure compliance with DCFS, COA, OSHA, and ADA standards.

Support event setup and readiness for board, staff, and community gatherings.

2. Onsite Leadership & Operational Continuity (15%)

Serve as the onsite point of contact for staff, visitors, and vendors during hybrid workdays

(Wednesdays and Fridays).

Supervise the Receptionist and ensure front desk coverage.

Maintain operational readiness, including deliveries, safety, and vendor coordination.

Provide real-time support for emergent operational issues and communicate updates promptly

to leadership.

Maintain a welcoming, trauma-informed environment for families and staff.

3. Transportation Oversight & Risk Management (20%)

Manage vehicle fleet maintenance, inspections, repairs, and documentation.

Oversee vehicle reservations, key control, and safety equipment (car seats, first aid kits, etc.).

Serve as primary contact for vehicle incidents and ensure timely documentation and insurance

follow-up.

Collaborate with HR to track driver eligibility and DMV checks.

Analyze transportation data to identify trends and recommend training or policy updates.

4. Administrative, Technology & Back Office Operations (20%)

Supervise the Receptionist and ensure smooth administrative operations.

Manage office supply systems, copier maintenance, mail distribution, and purchasing

processes.

Liaise with IT vendors for onboarding / offboarding, access management, and cybersecurity

coordination.

Maintain technology inventory and vendor contracts.

Support Finance and Compliance documentation, invoice processing, and audit preparation.

Maintain organized records and ensure secure document storage.

5. CQI Administration & Data Systems (15%)

Support the CQI & Compliance Workgroup under the direction of the Director of CQI &

People.

Maintain the CQI Dashboard and Action Log with accurate, up-to-date data.

Compile metrics from safety inspections, training logs, and operations data to inform quarterly

CQI reviews.

Prepare data summaries and visual presentations for CQI meetings.

Assist with accreditation and audit documentation.

Document process improvements and lessons learned in collaboration with program teams.

6. Facilities & Community Coordination (5%)

Coordinate use of facilities for meetings, trainings, and partner events aligned with the Family

Advocacy Center vision.

Maintain building reservation systems that ensure equitable access and safety.

Support long-term community space planning, co-location of services, and capital

improvement projects.

EDUCATION : Master's degree in public administration, Organizational Leadership, Facilities

Management, Business Administration, or related field.

EXPERIENCE : 5+ years of experience in facilities, operations, or administrative management.

Experience in nonprofit, social services, or public sector settings preferred.

LICENSES & CERTIFICATIONS : Illinois driver's license in good standing is required. Insurance

with liability coverage of at least $100k is required. Certification or coursework in facilities

management, project management, or continuous improvement (e.g., OSHA, Six Sigma, PMP)

preferred.

PHYSICAL DEMANDS :

The physical demands described are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodations may be

made to enable individuals with disabilities to perform the essential functions.

Prolonged periods sitting at a desk and working on a computer

Occasional lifting of files, office supplies, and boxes.

SUPERVISORY RESPONSIBILITIES : Supervises : Receptionist, Maintenance, and Custodial

Vendors

JOB REQUIREMENTS :

Familiarity with DCFS, COA, and accreditation standards.

Bilingual (Spanish / English) preferred

Strong organizational and documentation skills.

Ability to manage multiple systems and vendors simultaneously.

Experience with data tracking and continuous improvement processes.

Strong problem-solving and communication skills, Proficiency with basic computer

systems.

Demonstrated reliability and collaborative work ethic

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