Description
JOB SUMMARY
The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Support the facility with the day-to-day operations including but not limited to janitorial, life-safety/first aid program, security, alarm systems and general maintenance. Responds to client inquires and concerns.
Ensures timely and quality service delivery to clients.
Follows up with clients to ensure customer satisfaction. Promotes positive and courteous public relations to all tenants, visitors and guests.
Manages office in the absence of Facilities Manager. Uses pc and/or PDA for work order system, email, ESS and training.
Assist with process and procedure training. Other duties may be assigned.
Maintains files on work orders, proposals, and department files.
Creates vendor files and checks accuracy on completed paperwork submitted by vendors. Trains vendors on work order and billing procedures.
Processes invoices and ensures proper cost center coding. Track all facility payables in Oracle and work with the accounting team to ensure timely processing of payables upon completion of work/service.
Dealing with inquiries from vendors regarding payments, investigating holds or blocks. Setting up new vendors, coordinating delivery schedules, directing drop-offs, etc. Process credit card reports and ensure proper cost center coding.
Creates spreadsheets and reports for facility-related expenses and equipment as requested by management.
Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems. Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.
Perform daily facility checks and quarterly inspections of the facility. Ordering and scheduling maintenance when necessary, scheduling check-ups, directing and accompanying technicians, supervising work, etc.
Oversees and/or coordinates maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance, landscaping, and janitorial work. Assist with renovation projects. Schedule and give tours to movers, architects, electricians, etc.
Work out a budget, and organize various needs such as invitations, location, transportation, supplies, catering, drinks, entertainment, decor, cleaning, etc. for monthly Happy hours, summer activities, department activities/team building, farewell parties, holiday events, Hackathons, trainings, etc. Arranges parking validations, A/V, extra chairs, etc.
Adding/removing employees from DLs, helping to coordinate new equipment & desk assignment, order office supply requests, replacing broken equipment, ordering business cards, directing people to the proper resources, answering concerns, addressing complaints, etc.
Helping people outside our office (booking meetings, organizing lunch, etc.). Coordinate, manage and plan all employees/team moves, new hire setups, clean out desks of terminated employees and conference room setups.
Oversees the corporate UPS and visitor access accounts and assigns access privileges for the administrative team.
Oversees life safety, procedures and training and assists fire department in conducting fire drills. Available to be on call 24 x 7 as back up to Facility manager for office emergencies. Manages security access for office (creates / deletes access badges and assigns special access rights).
Supports the Crisis management team and responds to 911 emergencies. Maintain up-to-date Emergency Contact information list with work, home and cell numbers. Fundamental first aid and cardiopulmonary resuscitation (CPR) skills; training available.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
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 and EXPERIENCE
High school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.
CERTIFICATES and/or LICENSES
None
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Basic skills with Microsoft Office Outlook. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Equal Opportunity and Affirmative Action Employer Women/Minorities/Persons with Disabilities/US Veterans
This job is no longer active.