Facility Manager

RESPONSIBILITIES 

• Assist with implementing facilities management strategies in accordance with accepted business practices at corporate facility  

• Execute monthly and yearly facilities maintenance and safety inspections to ensure compliance with corporate standards and review/evaluate local regulation compliance  

• Maintain 100% property accountability of assigned resources  

• Act as a liaison for tracking and resolution of the facility’s day-to-day operations and other general repairs in the office to maintain a comfortable space and remain in compliance with safety regulations  

• Provide support related to the Emergency Safety and Evacuation Plan for headquarters  

• Responsible for tracking, coding and resolving all facilities-related invoices and certificates of insurance  

• Manage all landlords, tenant, contractor, and other associated vendor relationships  

• Records Management POC for Facilities and Reception Desk (Implementation of new processes)  

• Assist the different functional areas in the company with facility-related tasks  

• Analyze human capital growth projections and planned organizational changes, and prepare facility management strategies for review and approval by senior management  

• Support facilities to ensure a safe, efficient and comfortable facility for the employees   

• Manage all rent, operating expense analysis, approval and communication with Property Management  

• Ensure that mailroom and reception desk procedures are developed, updated, and adhered to  

• Maintain overall responsibility for monthly performance metrics for facilities  

• Generate and maintain SharePoint and databases to manage, monitor and control all activity which encompasses a tenant log, payment spreadsheet, and maintenance activity  

• Prepare expense reports, memos, and correspondence as needed.   

• Provide assistance with special projects as needed and handle matters requiring discretionary judgment and confidentiality appropriately  

• Assist with any maintenance requests for copier/printer prior submitting a ticket to the vendor  

• Maintain overall responsibility for Remedy Salesforce Facility Ticket tracking system  

• Coordinate onsite corporate breakfast/lunch monthly events to employee morale functions in conjunction with Human Resources, including Bagel/Donut Fridays and monthly gatherings; ensure all events run smoothly and evaluate responses through surveys  

• Communicate with vendors for company expectations/needs and evaluate proposals for maximum expense control  

• Budget necessary funds for small scale events, Bagel Fridays, and Monthly gatherings  

• Support office activities to achieve maximum expense control and productivity  

• Manage and oversee the reception area and receptionist, and ensure operations are running smoothly   

• Ensure effective visitor tracking, telephone and mail communication, both internally and externally to maintain professional image  

• Ensure that problems related to the office are identified, verify the fulfillment of solutions, and initiate actions to prevent the occurrence of potential problems  

• Maintain service contracts for office equipment to maximize utilization of services and control and reduce expenses as necessary  

• Update floor plans in correspondence to internal office moves and helps develop office plan and growth of the corporate office  

• Provide support related to internal and external staff moves and provide arrangements for office meetings as needed  

• Act as purchasing agent for office supplies and furniture, office equipment for headquarters in accordance with company purchasing policies and budgetary restrictions  

• Manage order flow of supplies and equipment in support of budget standards  

• Work with existing policies and develop new strategies for records maintenance  

• Assist in development of the annual budget for Company facilities and all front desk operations including annual department, office alterations, furnishings, building operation and maintenance budgets; aid in developing yearly maintenance budgets and controlling costs  

• Act as an office supplies approver POC for the Facilities Budget to include paper for central copy areas  

• Act as a Vendor liaison for all service-related suppliers

• Act as a point of contact for processing and generating purchase requests for name plates for office and cubes  

• Act as a point of contact for Carrier Shipment Platform   

• Process and coordinate service calls for repair or maintenance of office equipment  

• Other duties as assigned 

QUALIFICATIONS 

• 10 years related experience
• English professional fluency strongly preferred. Ability to speak, read and write to appropriate and consistently communicate in English.
• Ability to obtain and maintain RSO Vetting Security Clearance
• Ability to successfully pass any employment related drug screening and background security check
• Previous facility office management experience 

WORKING CONDITIONS 

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday standard core hours, however some extended or weekend hours may be required.