Facilities Operations Statewide Coordinator

Are you a passionate support professional looking for a great opportunity with even better benefits? If you enjoy providing high-quality support in a fast-paced environment, we would love to speak with you!

As the Facilities Operations Statewide Coordinator, you will have the opportunity to build for a stronger tomorrow by applying your diverse background, education, and work experiences as liaison for a variety of executive support functions and services geared towards streamlining processes and collecting high-impact data statewide.

You will be a high-value contributor to our organizational culture and support the mission and vision of FMDC. Every day is an opportunity to make an impact on the future, your community, and the State of Missouri!

This position has potential for long-term career growth! It is classified as an Administrative Support Professional (click to learn more).

This position is with the Office of Administration Division of Facilities Management, Design, and Construction (OA-FMDC) supporting the Facilities Operations Unit. OA-FMDC is committed to strengthening the State’s investments while providing a safe and secure environment through innovative design solutions and excellent customer service.

FMDC Vision - Building for a Stronger Tomorrow (BFAST)

• Prioritize excellent customer service for and develop positive working relationship with a wide and diverse network of internal and external stakeholders, including but not limited to internal teams, state agencies, state officials, contractors, and the public.
• Coordinate support operations to execute department and agency initiatives, including those relating to emergency response, professional development, information technology, procurement of supplies and equipment, expenditure control, continuity planning, budgeting and general staff allocation.
• Ensure compliance with and maintain files and records of programmatic and legal requirements such as those relating to safety, security, water quality, asbestos, lead paint and other safety programs, and professional development and certifications such as backflow prevention, Environmental Protection Agency (EPA) 608, and others.
• Generate and obtain approvals and documentation for inter-agency spending delegation authorities (IASDAs) for requisition and tracking of operational expenses.
• Develop and coordinate internal and external communications including procedures, memos, agendas, division, and agency contact information including emergency and non-emergency building contacts, informational and general communications.
• Mentor, coach, and develop skills of front-line and supervisory staff to ensure consistent utilization of internal procedures such as those relating to expense reports, out of state travel, MissouriBuys, MOVERS, and other applications.
• Oversee and coordinate administrative support operations to ensure compliance with policies and procedures regarding time and leave, report generation, uniforms and PPE, employee on-boarding and off-boarding, initiate troubleshooting, and resolve ad hoc matters to ensure the accurate efficient flow of work items and objectives.
• Draft and deploy both cyclic and ad hoc communications for staff, managers, and leadership; as well as contributing communication for onboarding, newsletters, social media posts, and internet/intranet content.
• Facilitate the development, maintenance, and cyclic testing of a high-level plan of continuity of critical business functions in the event of disruption, including the documentation of essential operations, roles and responsibilities to team members, as well as ensuring communication and ongoing programmatic compliance in maintaining operational continuity.
• Apply specialized programmatic knowledge to design and order materials such as signage, announcements, uniforms, pamphlets, reference materials, and business cards.
• Coordinate meetings, schedules, agendas and accommodations for Deputy Director of Facilities Operations with team members, administrators, agencies, contractors, vendors and other executive service management and stakeholders.
• Develop and maintain internal records and filing systems such as organizational charts, contact lists, distribution lists, statewide building lists, uniforms and PPE, fixed assets, and other inventory control measures, as well as general guidelines regarding procurement policy, emergency orders, overtime, and other expectations to ensure the consistent application of policy and procedure statewide.
• Build and foster a positive relationship of collaboration, transparency, effective communication, trust, and teamwork at varying levels with OA-Accounting, procurement, outside vendors and contractors, internal and external stakeholders, and other parties to ensure timely and efficient execution of divisional goals, initiatives, and other work objectives with a focus on excellent customer service.
• Assist with special projects and other duties as assigned.

• Creative self-starter with ability to communicate, collaborate, and lead with integrity in a manner that prioritizes excellent customer service, inspires trust and builds positive rapport with executive service management in the administration of communications internally and externally, and in representing the agency to the public, special interest groups, the legislature, and the media.
• 4-6 years of relevant experience in executive assistance, office management, or high-level executive support.
• A bachelor’s degree from an accredited college or university in Business Administration, Management Information Systems or related coursework in learning and development (substitutions may be allowed) .
• 1-2 years of professional experience in high level executive support.
• Ability to organize and execute a wide range of directives, practices and communication strategies.
• Resourceful in finding the best use of budget dollars, time, and teams to help accomplish goals.
• Excellent time management, organizational, and planning capabilities to manage multiple competing priorities and objectives.
• Ability to prioritize and execute statistical and financial data work independently with minimal supervision and acute attention to detail.
• Strong written and verbal communication skills, from one-on-one to working with large, diverse groups.
• Skilled with general technology, Microsoft Office, and the ability to learn and train others quickly on programs.
• Experience with systems such as MOVERS, Missouri Buys, Archibus, MoDocs, ETA, Teams, and other virtual meeting platforms.
• Training, certification, and/or education in continuous process improvement programs such as Lean Six Sigma, as well as completion of Missouri Way, Leadership Academy, and similar programs.
• Possess and maintain a valid driver’s license from Missouri or from an adjacent state if you reside outside of Missouri.

Lack of post-secondary education will not be used as the sole basis denying consideration to any applicant.

Successful background check results are required for employment in this position. This may include background checks involving a candidate's name and/or fingerprints and other screenings as needed for the specific position. Authorization to work in the United States is a prerequisite of employment. The Office of Administration will not sponsor applicants for work visas. The salary indicated represents a base pay rate. If the individual selected or the position is eligible for a pay differential (e.g., shift, security, or years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.

This position is in an office environment and job duties may include prolonged periods of seated work at a desk, typing, written and verbal communication, problem solving, and the occasional ability to lift/carry up to 50 pounds. This list is not all inclusive, but a general representation of duties that may be encountered in this position; however, other duties may be assigned contingent upon business needs. Please note, this position is considered a “Category 0” under the Fair Labor Standards Act (FLSA), meaning the incumbent will not normally receive overtime compensation except in unusual circumstances as determined by appointing authorities.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .

oarecruiters@oa.mo.gov

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• State of Missouri

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