Summary: The Facilities Manager is responsible for managing day-to-day and yearly updates and changes to the facilities to ensure buildings, surrounding areas and capital equipment are properly maintained and within budget to keep the high standard for the best customer experience. Self-motivated to achieve a highly organized facilities team output.
Time Utilization: Normal business hours are 8:00am to 5:00pm. Schedule needs to be flexible to accommodate internal schedules, on-call emergency situations that require after hours, or weekend support may be required. Travel international up to 5% may be required.
Essential Duties and Responsibilities include the following. Other duties may be assigned:
- Coordinate and oversee installations, inspections, repairs, troubleshooting and daily maintenance of buildings, infrastructure, and facility equipment.
-
Facilities Space Planner role, inspecting and adjusting the facility based on usage and appearance, ensuring balance between the two. Coordinate and manage office moves (space planning, furniture, etc.)
-
Ensure routine inspections of the facility to identify maintenance issues such as clogged drains, leaks, faulty electrical switches, etc. and coordinate necessary repairs
-
Oversee inspections required by the city or state and ensure regulatory compliance
-
Company communication on upcoming projects and café specials, posting in appropriate communication tool, getting the word out on all thing’s facilities.
- Main contact for Café staff, approving budgets, monitoring schedules and communicating to the organization when schedule changes.
- Execute sustainability initiatives
-
Create budgets for facilities, maintenance and capital expenses and track progress until final execution.
-
Manage all facilities requests from associates to ensure quick response and quick resolution when possible.
- Maintain facilities in excellent condition to comply with environmental, health, and safety policies, and present professional appearance.
- Manage execution of all facilities projects and capital improvements, tracking budgets and timelines set in the scope of work, reviewing change orders compared to budget and approving with vendor to ensure budgets and timelines are met. Reporting back to Management monthly on status.
- Review building maintenance contracts, monitor activities of service providers, and ensure vendors are fulfilling contract terms.
- Develop preventative maintenance schedules and perform or schedule work including troubleshooting, maintenance, and repairs when possible.
-
Coordinate building security services, including visitor management and badge creation and access management, making changes, and advising when security improvements are necessary.
-
Oversee all maintenance, including preventative maintenance, repairs and down equipment to ensure a timely repair is done while ensuring all maintenance tasks are done in SAP to capture costs against the capital equipment.
- Process orders for all facilities related supplies (paper products, cleaning supplies, etc.)
- Assist and advise all facility usage for events, maintaining a facilities calendar to ensure the facility is ready for the customer and employee events.
- File management of facility, ensuring building drawings are updated to include latest changes for square footage, locations of mechanical and electrical as well as
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
Associate's degree in construction management or related field and ten years related experience and/or training; or equivalent combination of education and experience. Minimum of 5 years facilities management experience required. Experience in facilities space planning a plus. Strong working knowledge of and prior hands-on experience in at least 2 of the following trades: electrical systems, plumbing, commercial HVAC equipment, general carpentry, or machinery maintenance.
Language Ability:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business
correspondence, and procedure manuals. Ability to effectively present information in one-on-one and small group situations. Ability to communicate effectively to a large audience on all Facilities matters, sending correspondence and potential presentations.
Math Ability:
Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute ratios and percentages and apply concepts of basic algebra and geometry.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills:
Requires ability to perform advanced functions in Microsoft Office, SAP ERP system experience, and navigate the internet for work-related information.
Certificates and Licenses:
Current valid driver’s license and the ability to obtain a passport for travel as required by position.
Supervisory Responsibilities:
Position oversees facilities staff as well as leads and oversees all equipment maintenance and repair, along with budget tracking. Assigns tasks and direct the day-to-day work of subordinates ensuring individuals are working towards and meeting established objectives. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training associates; planning, assigning, and directing work; appraising performance; rewarding and disciplining associates; addressing complaints and resolving problems.
Position also oversees third party service providers ensuring that work is completed satisfactorily and within budget.
Work Environment:
The work environment characteristics described here are representative of those an associate would encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee occasionally works near moving mechanical parts and systems. The employee is occasionally exposed to wet conditions, fumes, toxic or caustic chemicals.
The noise level in the work environment is usually quiet when in office areas but may be moderately loud in some areas of the facility.
Physical Demands:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associate is regularly required to walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The associate is frequently required to stand and sit; occasionally required to smell. The associate must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
Multivac Behavior Standard:
Maintain a positive work atmosphere by always acting and communicating in a respectful manner with others at all times.
