Corporate Facility Manager

Corporate Facility Manager – San Jose (Full Time, M-F)

IST Management Services is seeking a full-time Corporate Facility Manager in San Jose CA. This position will work on-site full time Monday - Friday, with required flexibility for after hours support as needed. This position performs a wide variety of general building maintenance, repairs, and upkeep of property and building for client campus.

Hours: Monday through Friday, 8:00am to 5:00pm (on-call for after hours as needed)

Compensation/Benefits

While the compensation for this position is dependent upon the candidate’s experience and qualifications, the approximate salary for this position will be $80,000.00 - $120,000.00 per year

IST Management offers full benefits options, including medical insurance, dental, vision, short and long term disability, life, 401K, paid time off, and bonus incentives. 

Key Responsibilities include:

Facilities Operations Management

• Provide general and detailed facilities maintenance either with direct or indirect supervision including

  patching, painting, lighting, light carpentry, dry wall and cabinetry work, hardware repairs, rekey, cleaning, moving and other repair and replacement work as required

• Safety compliance
  • Ensure that all facilities meet health and safety regulations and comply with relevant legislation

• Conduct weekly routine inspection of interior and exterior building(s) to catch issues early and prevent costly repairs. This includes exterior lights, interior plants, R&Ds, kitchen and coffee + bar appliances and infrastructure

• Develop inventory control list of tools, supplies and materials quarterly

• Close daily work orders within 24-48 hours through Facilities Work Request System (FM Tool); Run weekly

  work order reports for close tracking

• Perform Facilities and administration support to other site locations when necessary

• Maintain impeccable exterior curb appeal. Ensure all common areas and grounds are always clean and neat

• Ensure all locations are maintained in a safe, functional, and professional manner consistent with company policies and regulatory requirements. Monitor facility conditions and address operational issues to maintain workplace readiness

Building Systems and Infrastructure

• Maintain working knowledge of building systems including HVAC, building automation systems (BAS), fire alarm systems, lighting controls, and backup power systems

• Manage the upkeep of facilities, including mechanical, electrical, plumbing, HVAC systems, O2 sensors, BMS system, generator and FLS systems to ensure optimal operations

• Perform daily facilities and equipment maintenance check for necessary repairs, faults and corrections including but not limited to:  Compressors, driers, EV stations, vacuum pumps, O2 sensors, coffee machines, supplies and etc

• Inspect roof for maintenance and arrange preventive maintenance service with external vendor. Inspect and maintain storm drains clear of debris

• Monitor MPOE, Electrical, Data Center and IDF rooms to ensure that no foreign items are stored. Keep rooms clean and organized when necessary and as instructed

• Space Management

  • Plan, propose and coordinate the allocation and utilization of space, including office and R&D moves and

    reconfigurations

Vendor and Contractor Management

• Manage relationships with service vendors, contractors, and property managers supporting facilities operations. Coordinate service visits, repairs, and preventative maintenance activities

• Monitor vendor performance and ensure work is completed according to contract scope and service expectations

• Contract Management

  • Negotiate and oversee contracts with service providers for maintenance, security, cleaning and other

    essential facility service

Facilities Administration, Budget Management and Documentation

• Perform building system and infrastructure inspections to identify areas in need of repair, improvement and develop a maintenance and capital improvement plan for budgeting

• Manage and maintain the facilities budgets for regional headquarters and other US site locations, ensuring cost-effectiveness and compliance with financial forecasts

• Complete and submit receipts and paperwork accurately and on time for expense reconciliation

• Upload and approve sustainability data reporting into Netzero Cloud or required GS system reporting system on monthly and quarterly schedule

• Monthly update of accurate seating plan, floor plan, R&D plan and master vendor list

• Track facilities-related operational expenses, capital projects, and service agreements

• Keep and maintain Material Safety Data Sheet (MSDS) list up to date and current

Emergency Preparedness and Continuity

• Respond to before and after-hours emergency calls with urgency as necessary and as needed

Leadership and Problem Solving

• Delivering outstanding customer service. Perform other tasks as assigned by client

• Supervise multi-disciplinary teams and procedures, including maintenance, cleaning, external vendors, adhering to security protocols and ESH activities

• Communicate effectively with both internal and external customers to determine service need

• Analyze facilities-related issues and develop practical, cost-effective solutions. Manage multiple priorities while maintaining strong attention to operational details

Job Requirements:

• Minimum 3-5 years of facilities management or similar experience is required

• Experience coordinating vendors and contractors is highly preferred

• Familiarity or working knowledge of commercial building systems including HVAC, building automation systems, fire alarm systems, and emergency power systems is required

• Strong communication, organizational, and problem-solving skills

  • Presentation skills and negotiation skills highly preferred
  • Flexible to work with multiple business lines including GS, ESH, Stakeholders, Cyber Security, IT etc.

• Ability to manage multiple priorities in a professional environment

• Implementing best practices and techniques to promote cost and workflow efficiency
• Ability to interpret lease, enforce and identify landlord-tenant responsibilities 

• Proficiency with Microsoft Office applications including Outlook, Word, Excel, CAD and PowerPoint

Physical Requirements

• Must be able to lift, push, pull and carry a minimum of 40 lbs