Administrative Assistant (Facilities & Real Estate)

Operational Infrastructure + File Management

• → Lead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracy
• →Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation
• →Support the VP in record keeping for all new and existing leases, ensuring documentation is current and properly tracked

SOP Communication, Compliance + Documentation

• → Lead the distribution and communication of departmental SOPs across all locations
• →Ensure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-up
• →Maintain accurate record keeping of SOP implementation and adherence
• →Support the ongoing refinement and clarity of SOP documentation

Onboarding + Departmental Training Support

• →Oversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team members
• →Ensure new hires are equipped with the tools, processes, and information needed to succeed within the department
• →Support consistency in onboarding practices across all locations

New Location Openings + Ongoing Support

• →Support all phases of new location openings, including coordination, communication, and operational readiness
• →Assist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standards
• →Provide onsite support for new locations post-opening as needed, ensuring smooth transition into operations
• →Support communication and coordination with internal teams and external partners related to openings

Project Coordination + VP Support

• →Assist the VP in tracking and following up on bids and active projects to ensure progress and accountability
• →Support communication of project updates, timelines, and expectations across all locations
• →Coordinate and prepare materials for departmental initiatives and ongoing projects

Facilities Standards, Inspections & Coordination

• →Support internal facilities inspections and site reviews to ensure all locations meet company standards
• →Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements
• →Support coordination and communication with external vendors related to new locations and facility needs

Insurance & Data Coordination

• →Manage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the year
• →Support data collection and organization for insurance renewals and reporting

Department Communication & Coordination

• →Create and distribute a departmental newsletter to ensure alignment, visibility, and communication across locations
• → Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up.
• →Serve as a central point of communication across the department to ensure clarity and consistency

Communication + Cross-Functional Coordination

• →Serve as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiency
• →Support communication across locations regarding projects, expectations, and operational updates
• →Assist in coordinating departmental initiatives, meetings, and follow-ups

Administrative & Team Support

• →Support staff time-off tracking and communication, ensuring coverage and visibility across the team
• →Provide administrative and organizational support to ensure smooth day-to-day departmental operations
• →Maintain a high level of organization, follow-through, and responsiveness across all responsibilities

Qualifications

• →3–5+ years of experience in facilities operations, administrative management, or operations support roles
• →Strong experience in process development, SOP communication, and organizational systems
• →Exceptional organizational and project management skills with the ability to manage multiple priorities across locations
• →Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana)
• →Strong communication and coordination skills across internal teams and external partners
• →Detail-oriented with strong follow-through and accountability
• →Proactive, solution-oriented mindset
• →Valid driver’s license and willingness to travel as needed

Physical Requirements

• →Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures. 
• →Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child. 
• →Ability to stand, walk, bend, kneel, and move throughout the workday
• →Ability to lift (at least 50-65 pounds), assist, and/or physically support students, which may include lifting or guiding students of varying sizes
• →Ability to physically intervene when required to ensure safety (per CPI training)
• →Ability to remove oneself and/or others from unsafe situations quickly
• →Ability to maintain attention and focus in a dynamic, high-stimulation environment
• →Ability to multi-task and shift priorities quickly
• →Ability to exercise sound judgment and decision-making, particularly in high-pressure or safety-sensitive situations
• →Ability to work effectively as part of a team and maintain professional relationships
• →Ability to perform duties under stress, including during behavioral escalations

Benefits for Full-Time Employees

Gersh Autism offers a competitive compensation package, including comprehensive health and retirement benefits, professional development opportunities, and a supportive work environment committed to your personal and professional growth. 

• →Health Care Plan (Medical, Dental & Vision)
• →Retirement Plan (401k matching)
• →Life Insurance (Basic, Voluntary & AD&D)
• →Family Leave (Maternity, Paternity)
• →Short-Term & Long-Term Disability
• →Training & Development