Operations and Facilities Team Lead

The Operations and Facilities Team Lead will support Macfadden’s contract with the United States Agency for International Development (USAID), Bureau for Humanitarian Assistance (BHA). Reporting directly to the contract’s Senior Program Manager. The individual will assist the Office and Facilities (OAF) Team Lead managing the operation and administrative duties. This is a very demanding position, both in terms of time requirements, diplomacy and tact. The position requires a candidate with excellent judgment, reliability and outstanding customer service skills who is willing to go the extra mile for BHA. The candidate must also have exceptional problem-solving skills, and the ability to multi-task. The individual must develop a working knowledge of USAID policies and guidelines, as well as corporate practices and procedures. This position is part of the Operations and Facilities team.

Key Internal Interfaces: Senior Program Manager, Deputy Program Managers, Macfadden Program Director, HR, Recruitment and Procurement Functional Teams, Macfadden Managers, Supervisors, Team Leads and staff.

Key External Interfaces: BHA Task Order Customers – CO, COR, ACOR, Office Directors, Division Chiefs and Office Team Leads.

EDUCATION, EXPERIENCE AND SKILLS

EDUCATION:

• MS/MA/MBA and 6 years experience
• BS/BA and 8 years experience
• Less than BS/BA 10 years experience

EXPERIENCE:

• At least 5 years of experience working in a similar administrative professional role, preferably with government clients.

KNOWLEDGE, SKILLS AND ABILITIES:

Required: Reliable, highly organized, motivated, and committed to customer service. Excel in a dynamic, fast-paced work environment and be able to effectively shift priorities and multi-task. Must be proficient in basic Microsoft Office Suite processes (including Word, Excel, PowerPoint, and Access). Position may require lifting and/or moving office furniture, supplies and other equipment, as needed.

Preferred: Experience with inventory management and facilities operation.

KEY RESPONSIBILITIES

Ensuring facilities are maintained at a high level and communicating with key stakeholders to provide updates or flag potential issues. All aspects of personnel management – Recruitment, onboarding, orientation, staffing, and performance reviews, etc. Ensure all documentation for timesheets are properly prepared and compliant. Provide staff supervision and ensure staff are compliant and adhering to government rules and regulations. Maintain good communication and professional relationships with all colleagues and clients. Responsible for procurements as directed by the Senior Program Manager Provide professional and timely support for events. Backstopping receptionist and conducting mail runs as needed.

ESSENTIAL FUNCTIONS

• Recruitment, time and attendance, training and orientation, performance, and other administrative requirements
• Communicate regularly with the Program Manager and Deputy program managers, as well as BHA technical POCs, on issues related to administrative or operational support
• Collaborate with technical POCs and staff to develop facility plans that fulfills client needs and incorporates key requirements for DHs and PSCs
• Conduct regular check-ins with staff to evaluate staff workload and assess performance
• Create and regularly update written guidance and provide support to ensure staff meet contract, BHA, and USAID requirements for administrative processes
• Responsible for drafting, editing, and submitting information for the quarterly reports and other contract-required deliverables
• Coordinate, plan, and support meetings, conferences and work-related events
• Maintain an active inventory of office furniture and equipment including consumables and office supplies;
• Ensure that all the equipment and other facilities are clean and in working order
• Respond to staff requests concerning damages to equipment and the facility itself
• Coordinate with building management to ensure the safety of the building and staff from fire, flood and other hazards and update emergency evacuation plans periodically
• Maintain constant communication with senior leadership, staff, and vendors to ensure proper operations of the Bureau for Humanitarian Assistance (USAID/BHA) facility
• Oversee and manage the quality of work for other team members to ensure that all tasks are performed correctly, efficiently, and effectively across various competing tasks
• Ensure concourse room reservation has accurate data on the calendar, to include resolving meeting conflicts and prioritizing meetings when asked by the COR.
• Report and escalate maintenance issues to building management while tracking status to completion or resolution
• Identify inefficiencies and implement process improvements in areas such as safety, quality, and production
• Lead in the creation and implementation of physical security measures for the facility
• Assign phone bridges and conference lines for remote and office use.
• Ensure conference rooms are ready in advance for meetings, training’s, and morale events
• Update Emergency Action Plan for the use of 600+ employees, outlining emergency evacuation procedures that are to be exercised in the event on an emergency.
• Responsible for maintaining all documents relating to emergency evacuation procedures and requesting monthly updates from teams/divisions regarding staff changes to keep emergency information current
• Update quarterly numbers relevant to office, cubical, and meeting space usage
• Develop effective filing and retrieval systems and maintain office supplies by placing orders and evaluating new products.
• Maintain a well-organized inventory of maintenance supplies and tools. Advise Facilities Coordinator when to order needed of supplies and/or tools.
• Perform other duties outside set roles and responsibilities as assigned
• Support miscellaneous client requests as needed
• Provide oversight and support for reception and the interoffice mail run when necessary

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. Only applicants who currently hold an active Secret or higher-level security clearance or who are eligible to receive a Secret security clearance will be considered for this position.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.