IT Specialist/ Office Manager/ Operations Manager - Alexandria, United States - Wesley Property Management Co.

Description

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Company Overview
Wesley Housing is a nonprofit community housing developer whose mission is to develop, own, operate, preserve, and maintain affordable housing and sustain quality communities for low
- and moderate-income families and individuals across the Washington, D.C. region. The heart and soul of Wesley Housing's mission lies in our commitment to combine affordable housing with?family programs and supportive services?to foster positive development and self-sufficiency for all adults, children, and families. Wesley Housing's main office is in Alexandria, VA (Fairfax County).?Our apartment communities are located throughout the Washington, D.C. metro region.


Job Summary

The Operations Manager role is a muti-faceted hands-on role that requires the ability to easily shift from focused screen-work to customer/client engagement to in-office problem solving and meeting setup, sometimes all in the same few hours.

This manager oversees a contracted IT managed service provider (MSP) and makes technical decisions for our main office and managed properties across the region.

The incumbent will also manage other day-to-day operations of Wesley's main office, including vendors, contracts, and supplies.

Additionally, the Operations Manager will provide crucial administrative support to the President/CEO, including in matters concerning the Board of Directors.

This role further extends to supporting special cross-functional projects and events as needed.


Essential Functions:


Technical Support (60% of time spent)

• Liaises with contracted managed service provider (MSP) to provide technical support to Wesley Housing employee endusers (troubleshoot a wide variety of technology issues inperson and remote; provide SharePoint technical support; onboard and provision new users)
• Oversees the coordination of network deployments at our various properties and manage the renewal process for licensing agreements, such as those for SonicFirewall
• Maintains documentation of IT systems, processes, and procedures, ensuring accessibility and accuracy for future reference; communicate technology systems policies and system changes to end users
• Coordinates with human resources and the MSP to maintain shared office contacts in Outlook
• Provides basic technical support of multimedia and web conferencing systems at the main office
• Participates in deployment and support of new technology services and workflows
• Maintains enterprisewide computer hardware inventory
• Collaborates crossdepartmentally on procuring and installing new computer hardware for new properties
• Coordinates annual cybersecurity training for all end users

Office Management (30% of time spent)

• Ensures that all main office operations and procedures are well organized, efficient and wellcommunicated to all employees
• Coordinates and maintains overall main office systems including IT, phones, copiers, supplies, postage, building systems and vendors
• Coordinates semiannually with property management and human resources on the ordering and distribution of property staff uniforms and monthly, on the issuance of jackets for new maintenance employees.
• Coordinates office equipment and facilities maintenance for the main office; coordinates and expedites requests for janitorial service, maintenance repairs or other services when needed
• Maintains wellstocked supplies at all times for the main office, including regular purchases made online and in person in a thoughtful manner to ensure competitive pricing; mitigates "stockpiling" by individual departments
• Prepares budgets and cost estimates for main office spending, as requested
• Manages main officevendor relationships with service providers including contract negotiation as needed, in accordance with the approved Procurement Policy
• Maintains all main office and property level paper and digital files, in accordance with the approved Document Destruction & Retention Policy
• Posts employment and safetyrelated documents within the main office, as requested by Human Resources
• Receives mail and packages daily and routes/distributes to designated recipient(s)
• Answers main phone line and provides assistance to visitors as needed; covers the front desk periodically
• Manages scheduling for the conference room(s), including ordering, picking up (occasionally) and setting up inoffice lunches
• Provides notary services for the state of Virginia for inhouse notary needs
• Maintains the Administrative/Operations Manual
• Performs job duties with limited supervision, while keeping leadership/management informed of progress
• Performs job duties with an inclusive and collaborative work style that contributes positively to Wesley Housing's diversity, equity, and inclusion goals
• Performs other duties as assigned

Executive Assistance and Special Projects (10% of time spent)

• Provides support to the President/CEO on matters related to the Board of Directo