Facilities Administrator

The Westfield Area YMCA is a nonprofit human service organization dedicated to developing the full potential of every individual and family in the communities it serves through programs that build healthy spirit, mind and body for all.

To be considered for the position, you must submit your application/resume by August 12, 2025.

We are looking for a full-time Facilities Administrator who will assist in the overall administration and management of the facilities department including risk management standards, inspection reports, project schedules, office organizational systems, billing and work order system.  As a primary resource of information for the Maintenance staff and other special interests, the Facilities Administrator must have a thorough understanding of the work of the Association and be able to communicate that clearly in concert with the Vice President of Facilities, Capital Projects & Risk Management as well as development and maintenance of all department standards, staff supervision, staff development and training.  The Facilities Administrator must demonstrate a commitment to the YMCA Mission and core values of the Westfield Area YMCA (caring, respect, responsibility, and honesty). 

Compensation & Benefits:

• Salary Range:  $55K-70K per year, commensurate with experience
• Comprehensive group health insurance (medical, dental, vision and Rx)
• Paid time off and paid sick leave
• 403b Retirement Savings Account
• Professional development opportunities
• Employee referral bonus program
• Complimentary YMCA family membership
• Discounts on designated child care programs
• Discounts with other organizations for just being a Y Employee and MORE!

Essential Functions:

• Perform administrative tasks including but not limited to answering phones, filing, billing, obtaining estimates, communications and documentation preparation for the department.
• Review and monitor payroll for housekeeping and facilities departments.
• Maintain Facilities Department contractors’ records of Certificate of Insurances, permits, licenses, incident reports, etc.
• Do competitive sourcing of our vendors to bring in the same quality products at a better rate including working with YMCA Shared Services to procure necessary housekeeping and maintenance supplies.
• Act as a liaison between staff, all vendors including utility companies and facility personnel.
• Oversee and monitor the Westfield Area YMCA’s daily work order and preventative maintenance platforms, through effective planning, risk management, organization and coordination.
• Ensure compliance with all regulations for building, employees, participants and members safety, i.e., building and fire codes, OSHA, Certificates of Insurance, ADA, etc.
• Provide maintenance/project coordination support to VP and/or designee and ensure corrective actions are completed according to schedule; i.e. scheduling of contractors for annual upkeep, bids, renewals (water testing, lead paint testing, fire inspections, health and safety certifications), etc.
• Ensure project management compliance and risk management compliance standards are met.
• Maintain positive relationships with members, participants, staff, board members, vendors and contractors
• Assist VP and/or designee with capital depreciation worksheet – ensuring it is current and accurate; tracking of all equipment, inventory, repairs, parts schedule, etc.
• Ensure maintenance mechanics maintain a safe and clean work environment.
• Perform daily water sampling on pool and hot tubs as needed
• Record all incident and accident reports – archiving and reviewing for trends.
• Understand, follow and comply with all safety and emergency procedures.
• Review, recommend and update the Emergency Safety Procedures book in unification with Management.

•  Possess a Bachelor’s Degree with a minimum of 2 years work experience in business administration, engineering, or related specialized training in risk management and/or construction project management.
• Possess, maintain and renew ASHI Basic Life Support (BLS) for Healthcare Providers and Professional Rescuers, ASHI Basic First Aid, EPI, Asthma and Oxygen certifications or equivalent, and obtain/maintain a Certified Pool Operator certification within 90 days of hire.
• Possess excellent organizational, interpersonal and communication skills (written and oral).
• Possess proficient computer skills, problem solving skills, and coordination/scheduling skills for the compliance completion of the facilities department’s tasks/projects.
• Ability to understand and possess working knowledge in personnel management, preventative maintenance management, construction management, capital projects, budget management, risk management of facilities.
• Ability to create and maintain positive relations with members, participants, staff and vendors.