The Discovery Center is Hiring a Facility Operations Manager

Summary

The Discovery Center in Fairmount Park is a public space for neighbors, the Philadelphia Outward Bound School (POBS), and Audubon Mid-Atlantic (AMA) to come together and co-create opportunities for Philadelphians to discover themselves in nature, practice leadership, and work toward a greener city for birds and people. 

The Operations Manager reports to the Executive Directors of POBS and AMA, and is responsible for keeping the building and grounds safe, clean and welcoming. They supervise staff who work the front desk, administer and provide coverage for facility rentals, and fulfill landscaping duties. They also manage contractors hired for minor and major repair work. Responsibilities also include event scheduling and providing payroll data, and ensuring accounting and administrative functions are fulfilled.

The Discovery Center’s corporate entity is the East Park Leadership and Conservation Center (EPLACC), a 501c3 nonprofit organization.

Essential Duties & Responsibilities

Building and Grounds

  • Manage staff (FT Building and Groundskeeper, FT Center Coordinator, PT Center Assistant(s) and Parks and Recreation seasonal employee assigned to the Center) to ensure all indoor and outdoor facilities are safe and welcoming to all who use the space
  • With those reports, and in collaboration with POBS and AMA, plan for repairs, maintenance, and improvements of the buildings and grounds; ensure all repairs are completed at or under budget
  • Ensure daily, weekly, monthly, seasonal, and annual maintenance and janitorial tasks are accomplished
  • Create and maintain an annual maintenance plan
  • Create operational documents and systems to ensure all staff are aware of safety and operational procedures; adjust as necessary
  • Manage the alarm system and changing of door codes, locks, security codes
  • Train new AMA and POBS staff for access to the building
  • Train staff in the audio visual AV capabilities of the Center, as needed
  • Communicate and coordinate with POBS and AMA staff about space use and scheduling
  • Coordinate with Building and Groundkeeper to order supplies for regular use and events, and manage inventory, maintenance and repair of equipment

Visitor Services

  • Schedule front desk coverage; work front desk as needed
  • Hire, train and supervise Center Assistants and volunteers
  • Determine opening and closing hours with EPLACC board
  • Develop, implement, and train all staff who work at the Center in emergency response and safety practices for visitors
  • Update Center information in the lobby (TV, posters, flyers)
  • Track and report on attendance of visitors at the Center
  • With POBS and AMA, determine when to close the Center due to weather or emergencies
  • Ensure front desk phone and email messages ([email protected]) are answered in a timely manner
  • Collect and interpret visitor data (number of people, demographic, etc.)
  • With input from AMA and POBS staff, oversee signage production and installation

Administration

  • Provide activity and financial reports for board and committee meetings as needed; track budget throughout the year
  • Update and maintain the public events calendar on the The Discovery Center website
  • Serve as point of contact for Philadelphia Parks and Recreation for “Recreation Specialist Instructor” (RSI) staff assigned to the site
  • With EPLACC board and others, develop annual budget for The Discovery Center
  • Collect visitor email addresses to populate on POBS, AMA and TDC email lists, and share information with partners
  • Supervise Center Coordinator who organizes volunteer program
  • With POBS and AMA, determine when to close the Center due to weather or emergencies
  • Ensure appropriate internal communication via meetings, email or slack for partner organizations and their staff
  • Serve on the Center Safety Committee with AMA and POBS staff and partners

Rentals

  • Supervise Center Coordinator who:
    • Manages a calendaring system to coordinate, schedule and avoid conflicts for use of space at The Discovery Center by the partner organizations, nonprofit organizations, community groups, businesses and individuals
    • Creates and manages a sales pipeline to ensure all requests are answered, invoiced, and contracted in a timely manner
    • Works directly with the Center’s preferred caterer(s) to meet the needs of scheduled private rental events in the space; ensure contracts are signed and payments are received
    • Serves as the Center’s on-site host for all events and/or schedule other staff to provide appropriate oversight throughout the event, including set-up and clean-up activities
  • Work with the Building and Groundskeeper, Center Coordinator, and Center Assistants to ensure the rental space is adequately cleaned before and after events, including but not limited to vacuuming, washing windows, cleaning restrooms, setting up and taking down tables/chairs, and removing trash
  • Process payments, invoices, contracts and receipts for clients
  • In collaboration with Center partners, research, develop and maintain competitive rental policies, procedures and rates for business and private rental events

Public Programs:

  • Support AMA and POBS public programming with staff, setup, breakdown
  • With partners, create and post social media messages and update website

Qualifications & Experience

  • 3-5 years work experience in facilities and grounds management
  • Supervisory experience required
  • Attention to detail, excellent time-management and organizational skills, and sound judgment under pressure
  • Deep dedication to excellent customer service
  • Solution-oriented troubleshooter who coordinates and collaborates with AMA, POBS and community partners to resolve challenges
  • Hands-on, can-do attitude
  • Ability to work long, flexible hours when needed, including weekends and evenings
  • Skilled with Microsoft Office suite, Google calendars, other online scheduling tools, and Facebook and Instagram
  • Excellent written and verbal communication
  • Commitment to the mission of The Discovery Center and to learning about and supporting the programs and missions of the two partner organizations
  • Safety-minded with (or commitment to earning) OSHA 10 certification
  • Must be able to lift 25+ lbs, operate various tools, machinery and other equipment as necessary; ability to stand and be active for prolonged periods

Schedule, Hours, & Compensation

  • Schedule requires working at least one day per weekend, and at least four nights per month; some work days 11:00 am -7:00 pm or later depending on season and events booked
  • Some work days 10-12 hours per day, depending on events booked
  • Salary range $50,000 – $60,000 depending on experience
  • Eligible for medical, dental, vision, short-term disability, and life insurance
  • Paid time off (vacation and sick time)
  • 403b with employer match after one year of service

How to Apply

Please send resumé and cover letter to [email protected].