The Hole in the Wall Gang Camp · 22 hours ago
Facilities Office Manager
Ashford, CT
Full-time
Onsite
Mid Level
3+ years expThe Hole in the Wall Gang Camp, founded by Paul Newman, provides healing experiences for children with serious illnesses and their families. The Facilities Office Manager will offer administrative support to the Director of Facilities and Programs, managing various clerical tasks, shipping and receiving duties, and ensuring the smooth operation of the facilities department.
Non-profit Organization Management
Responsibilities
Through positive leadership, demonstrate the core values of the organization
Support the Facilities Department by answering the phone, following up on requests, sorting and delivering mail, communicating information to key stakeholders data entry, maintaining the department calendar, updating and ordering inventory, etc
Ensure any donations are documented (gift in kind form), checked for accuracy and are received by the appropriate party
Set up new hires in the time clock system. Monitor time clock for facilities staff to ensure accuracy and completeness. Prepare summary sheet bi-weekly for review by Director of Facilities, and transmit approved summary to accounting manager/CFO
Check monthly statements vs. receipts. Submit to Director of Facilities for approval and transmit electronically to accounts payable in a timely fashion. Maintain a file for all bills
Maintain vendor/contractor information and insurance records. Ensure that all vendors who will be on Camp while children are present are background checked before initiating the project. Upload documents to Sharepoint
Coordinate vehicle insurance and approved drivers for entire organization. Ensure that motor vehicle record checks are done on an annual basis and approvals are forwarded to Human Resources for filing as well as uploading to Sharepoint
Coordinate shipping and receiving for the camp to include all packages and mail delivered. Log them as appropriate and deliver to the addressee
Maintain and distribute camp radios including managing a sign out sheet. Order new radios and batteries as appropriate to ensure proper operation
Maintain all required paperwork and information in order to remain in good standing with American Camp Association, SeriousFun Camp Network, Department of Health, local Emergency Services, etc
Facilitate all paperwork for seasonal facilities hires including background checks and medical related information
Prepare notifications to local officials informing them of camp schedules and other related information in accordance with ACA and SeriousFun criteria
Assign work orders in the workflow management system when appropriate
Schedule pest control inspections, water deliveries, portable toilet pick up/drop off and cleaning as well as other essential camp services
Maintain the petty cash account including disbursement of funds, maintaining a ledger and requesting additional funds from accounting as necessary
Assist with management of site gate automation software and ensure access to all facilities team members, contractors, etc
Coordinate with outside vendors to schedule annual steam cleaning of upholstery camp wide as well as periodic cleaning of Guest Cabin and Annex for special events/etc
Serve as primary contact for org IT consultant to ensure required maintenance and proper functioning of office equipment
In conjunction with Assistant Director of Facilities, distribute, and collect camp vehicle as well as building keys. Assist in maintaining database of staff members and associated keys to ensure security
Assist with special projects and perform additional duties as assigned
Qualification
Required
A high school degree or equivalent
Prior leadership experience
At least 3 years of administrative experience supporting a group or department
The ability to establish positive relationships with a variety of people in multicultural environments
Excellent written and verbal communication skills, customer service skills, and organizational skills
Proficiency with Microsoft 365 applications, CRM systems (e.g. Salesforce), and ability to learn and manage evolving software tools is desirable
The ability to react and adjust quickly to changing conditions with timely, practical and cost effective solutions for dealing with issues in collaboration with other departments
The ability to operate a computer
A valid Driver's license and driving record which meets HITWG insurance carrier requirements
The ability to lift packages up to 25 pounds
Benefits
A generous benefits package
Company
The Hole in the Wall Gang Camp
Founded in 1988 by Paul Newman, The Hole in the Wall Gang Camp provides “a different kind of healing” to more than 25,000 seriously ill children and family members annually – all completely free of charge.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
James K. Takami
Chief Financial Officer
Recent News
Seattle TechFlash
2025-03-31
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