Operations Administrator

Job Details

Job Type: Full-time 

Location: Canaan, CT 

Job Summary:

 The Operations Administrator supports the Director of Operations and team by coordinating projects, ensuring compliance, and maintaining company standards across all locations. This role manages administrative tasks, vendor relations, SOP updates, and inspections while assisting with emergency preparedness, event planning, and system support. Serving as a central resource, the Operations Administrator helps leaders and staff stay organized, compliant, and aligned with company goals. 

Schedule:

Monday - Friday: 8:00 AM - 4:30 PM

Your Role:

• Conduct comprehensive and daily walkthroughs and inspections for conformance to look-books, guidelines, specifications, Standard Operation Procedures (SOPs), and standards of care of all locations.  
• Support EOC Committee and EOC meetings - Ensure proper regulatory documents are loaded into the EOC folders and audits these for compliance.
• Provide central support to Operations by assisting leaders and team members with day-to-day tasks and long-term initiatives.
• Support Director of Operations with compliance oversight across Operations and all locations.
• Assisting with project management initiatives.
• Supporting vendor relationships and communication.
• Assisting Operations Managers with maintaining and updating SOPs.
• Providing ServiceNow and Teams Planner support for the Operations team.
• Scheduling and organizing meetings, preparing agendas, and documenting action items.
• Support the coordination and execution for emergency procedure of drills/real events that include Fire, Bomb Threats, Natural Disaster, Utility Failures, Medical Emergencies, and Violent or other threatening situations for offsite locations
• Provide thorough inspections at satellite locations to ensure the site meets all regulatory requirements from and Environment of Care perspective.
• Support the Director of      Operation in tracking and reporting monthly KPIs
• Develop and maintain Look Books at all locations conforming to the aesthetic appearance proposed by the department of design and safety recommendations, guidelines, specifications, Standard Operation Procedures (SOPs), and standards of care. Update them as needed when new furniture is placed, layouts change, & renovations occur. Certify the Mountainside’s standards are followed to ensure clients and staff adhere to space use guidelines and are held accountable for their actions.
• Utilizing the Look Books, audit the organization, design, aesthetic, and space utilization of all Mountainside facilities at all locations, evaluating the use and situation of space regarding Furniture, Cleanliness, Organization, Lighting, Signage, Decoration, Maintenance, and other related aspects. This includes all off campus locations.
• Update and create signage and name plates as needed and collaborate with marketing and outside vendors to produce signage for new programs and initiatives. 
• Interact with different departments and clients to facilitate the use, maintenance, and upkeep of all Mountainside locations, ensuring we deliver the “look & feel” standards. 
• Proactively solve issues as they arise when possible. Fully understand the company's goals, values, and clients’ needs regarding Mountainside standards and strive to uphold them to the best of your ability, even if they fall outside your formal job description, using your skills and initiative.
• Assist with admin-related tasks – Service Now, Word, Excel, Teams - update different platforms reports, documentation, and files (SOPs, etc.). Handle ServiceNow requests for the FFE department; this can include but is not limited to new furniture requests for clients & other staff members, furniture placements & movement, new signage, & ordering new office supplies. This includes traveling to ALL other Mountainside locations – larger projects will require frequent traveling. 
• Assist FFE in event planning such as Family Day, Best in Class and Holiday decoration and Photo Shoots as needed. This includes the setting up and breaking down events/projects.
• Ensure in opening new programs/locations the standards are maintained, traveling when necessary.

What we are looking for:

• Exceptional organizational skills with a high level of attention to detail 
• Proactive, self-starter who takes initiative and anticipates needs 
• Ability to manage and execute small to mid-size projects independently with minimal direction 
• Reliable and accountable—follows through and delivers on commitments 
• Strong time management skills with the ability to prioritize in a fast-paced environment 
• Effective communicator, both written and verbal 
• Collaborative team player who can work across departments and build strong relationships 
• Problem-solver with critical thinking skills and a “figure it out” mindset 
• Adaptable and flexible in a constantly changing environment 
• Comfortable managing multiple systems, data, and administrative workflows 
• Ability to maintain standards, ensure compliance, and follow structured processes 
• Positive attitude with a strong work ethic and willingness to step in where needed

General

• Adopt the Mountainside culture of providing a Best in Class Service to all clients.
• Uphold      the Mountainside values of Compassion, Professionalism, Integrity, and Commitment at all times.
• Comply with Mountainside procedures, policies, and regulations relevant to assigned role. 
• Undertake relevant training on Mountainside’s policies and procedures as delivered by management, Human Resources, or other departments.
• Adhere to the dress code policy outlined in the employee handbook. 
• Carry out additional responsibilities as individually notified, either through assigned objectives or as directed by management.

Education and Qualifications

• High School diploma required. Bachelor’s Degree in related field preferred along with quality assurance experience.
• Education/experience with visual merchandising, hospitality, guest services or retail.
• Strong attention to detail with track record of providing exceptional customer service.
• Ability to lift/move furniture, fixtures, and equipment.
• Client centric and experiential environment known for Best in Class Service.

Skills and Abilities

• Must have computer skills including competence in software applications such as Microsoft Office suite (Word, Excel, PowerPoint), Adobe and internet applications, and in using and/or connecting wireless computer hardware, the ability to project to remote devices, etc.
• Ability to work both independently and collaboratively.
• Awareness and sensitivity to addiction, socioeconomics, and solid cultural competency.
• Strong oral and written communication skills.
• Flexibility/adaptability to constantly changing environment.
• Excellent organization and time management skills.
• Critical Thinking, Analytical skills, Optimistic, and Perpetually curious