Building Administrator - Facility Operations Job Listing at NJM Insurance Group in Trenton, NJ (Job ID R2006917)

Description

This is an exciting time to join NJM Insurance Group as we continue to expand into new markets!  With a nationally ranked reputation for outstanding customer service and a history that spans more than a century, NJM is a leading provider of worker's compensation, automobile and homeowners' insurance.

Become a member of our team and you'll be part of company who operates for the sole benefit of its policyholders and is committed to maintaining the highest levels of service.  Team members are offered a competitive compensation.

This role will administer the daily operations for all mission critical functions of all facilities, ensuring adequate staffing is in place and that NJM employees have a safe, operational, and comfortable facility in which to and guidelines to ensure systems are working at optimal levels and that access is continually monitored and controlled. Maintain a program to maximize the effectiveness of staffing in mission critical areas by establishing and maintaining staffing plans to identify needs, metrics, and capacity requirements. Develop and maintain a long-term life-cycle preventive maintenance plan to understand when major equipment/building expenditures will occur. Advance systems to communicate and monitor work process and initiatives. Monitor all vendor contracts servicing and supporting the areas of responsibility maintained by the Administrator and staff. Responsible for processing invoice requisitions, approvals, and financial controls at the department level. Provide management with weekly progress reports and communicate when additional resources are required to stay on schedules.

This position is based in our West Trenton, NJ location and is required to be in the office Monday-Friday.

Essential Duties and Responsibilities: Essential functions of this job are listed below in order of priority. Reasonable accommodations may be made to enable individuals to perform the essential duties. Regular and predictable onsite attendance is an essential function of the job.

Strategic Awareness:

• Provide management with accurate scheduling information and provide timely feedback on situations or conditions which may impact business operations.
• Stays current with changes in commercial building codes and regulations that may impact each facility as well as new technologies that could potentially add efficiencies to the operation.
• Communicate with NJM, contractor and agency personnel to understand compliance requirements and system operations and contingencies to maintain compliance and effectiveness of operation.
• Collaborates with department staff and management to strategize opportunities, develop policies, procedures and cost-benefit analyses.
• Visit and inspect all facilities projects at regular intervals to assure that plans, specifications codes and regulations are being observed and followed.
• Maintains communication with contractors, architects, engineers, governmental agencies and other parties. 
• Actively participates in staff and contractor safety meetings.
• Coordinate facilities project activities to minimize interference with business operations.
• Identify risk exposures and implement response activities and procedures to ensure that the safety of NJM employees and visitors and the security of NJM's physical assets are consistently maintained.
• Provide assistance in developing annual financial reports provided to Company leadership.
• Stays current with General Accounting financial data reporting requirements for operating and capital expenses. This includes proper coding for all reported expenses.

Staff Supervision:

• Administer the daily operations for all mission critical functions of all facilities, ensuring adequate staffing is in place and that NJM employees have a safe, operational, and comfortable facility in which to conduct their work. This includes managing staff, contracts and accounting, and meeting compliance with relevant codes and regulations.
• Mentor and coach direct reports to recognize and develop high potential internal talent essential for the success in building bench strength for future leadership positions.
• Establish team goals, objectives and priorities. Accomplishes staff results by communicating, directing, motivating, and defining job expectations.  Ensures understanding of each.
• Plans and balances workloads and special projects. Ensure schedules and assignments are realistic, and monitors progress of work.
• Work closely with supervisors/staff and monitors productivity/performance standards, appraises job results, provide training to develop skills and abilities to take on more responsibility.  Strives to increase the team's performance.
• Deliver objective and straightforward performance evaluations of individual performance. Regularly coaches staff and manages performance issues as necessary. Maintains interim notes of coaching and performance discussions. 
• Ensure staff follows company/department policies and procedures. 

Job Responsibilities:

• Support the planning, organization and implementation of facility operations projects in a timely, efficient and cost-effective manner in support of the Facility Operations Mission Statement.
• Identify potential mission critical equipment and system problems or deficiencies and implement corrective actions or emergency response protocols to ensure continuity of business operations. Ensure that adequate precautions are always taken to prevent negative impact on business operations and that all work and activities support NJM's standards for quality, reasonableness and good stewardship.
• Establish protocols and guidelines to ensure systems are working at optimal levels and that access is continually monitored and controlled.
• Recommend process improvements while maintaining or improving Internal Audit controls. Perform random audits to assure controls are in place and functioning as designed.
• Develop a long-term life-cycle preventive maintenance schedule pertaining to major facility equipment in order to understand when major equipment/building expenditures will occur.
• Create and oversee a program to maximize the effectiveness of the maintenance operation by understanding current and optimal work ticket metrics, capacity and scheduling requirements, and opportunities for future growth and development for maintenance staff.
• Oversee the development of a maintenance staff plan to identify maintenance needs and capacity requirements for all locations.
• Develop the CMMS (computerized maintenance management system) to be utilized as a tool to communicate and monitor work process and initiatives.
• Maintain orderly recordkeeping and management of files, records, documents, certificates, inspection reports, contracts, and service tickets to have available for use.
• Prepare all contracts for legal review and approvals. Work with Contract Management to oversee Facility Operations new and renewal contracts.
• Act on behalf of Facility Operations to assist on taking a lead role in property real estate transactions regarding leases, purchases and sales. 
• Monitor and control inventories and purchasing activities to strike an efficient, cost-effective balance in support of department activities.
• Represent NJM's Facility Operations in communications with the State of NJ, township construction officials, and other authorities having jurisdiction. Prepare and submit permit documents, follow-up on permit approvals, attend meetings, provide technical explanations, when necessary, coordinate inspections, and ensure timely close-out of permits in support of Construction and Engineering Group projects.
• As a member of the Emergency Standby Team provide guidance to inquiries regarding emergency situations at NJM facilities.
• Participate in the response to emergency maintenance situations, utilizing technical skills to assess the situations and come up with solutions.
• Work closely with department management to maintain Facility Operation's Business Continuity Plan and keep all staff current.
• Conduct or oversee, as appropriate, the vendor selection process in support of projects or the building operations and maintenance efforts.

Required Qualifications: Knowledge, skills & abilities, experience, minimum & desired education, certification and/or license requirements.

• Bachelor's degree in a related field.
• Ability to manage multiple projects simultaneously.
• 5 years' progressive experience as a Supervisor demonstrating strategic awareness and leadership.
• General understanding of OSHA regulatory requirements for workplace safety and training.
• Demonstrates comprehensive understanding of project life cycles for small to complex projects.
• Ability to delegate work to staff, including sufficiently describing and explaining the work, establishing expectations and objectives, and following up on schedule commitments.
• Independent judgment and relationship building skills to manage business relationships with building inspectors, contractors, executives and staff.
• Ability to review and understand architectural plans.
• Ability to work independently and remotely to achieve results with limited supervision.
• Good working knowledge of FM Interact application used in space management and reporting.
• Demonstrates exceptional communication skills (verbal, listening and written). 
• Demonstrates exceptional multi-tasking, organizational and financial skills.
• Demonstrates exceptional presentation, influencing and negotiations acumen. 
• Demonstrates exceptional critical thinking, problem solving, innovation and creativity skills.
• Proven ability to be discreet, tactful and timely in all operations.
• Detail oriented, organized with strong problem solving and analytical skills.
• Proficiency with Microsoft Office Suite.
• Valid driver's license.
• Will be required to travel to the Hammonton and Parsippany locations as needed.

Preferred Qualifications:

• 10 years' progressive experience as a Project Manager
• Appropriate professional licenses or certifications for relevant areas of engineering expertise.

Compensation: Salary is commensurate with experience and credentials.

Eligible full-time employees receive a competitive Total Rewards package, including but not limited to a 401(k) with employer match up to 8% and additional service-based contributions, Health, Dental, and Vision insurance, Life and Disability coverage, generous PTO, Paid Sick Leave, and paid parental leave in addition to state-mandated leave. Employees may also be eligible for discretionary bonuses.

Legal Disclaimer: NJM is proud to be an equal opportunity employer. We are committed to attracting, retaining and promoting a diverse and inclusive workforce that is fully representative of the diversity that exists in the communities in which we do business.