Job Description SummaryPerform professional duties in managing daily operations & services of multiple sites across the US and Europe. Including owned properties and leased properties housing office space, research laboratories, cafeterias, etc. Supervise multiple facilities vendors and outsourced service providers. Manage facilities related projects and programs.
Job DescriptionESSENTIAL FUNCTIONS:- Manage, coach and review performance of contracted facilities services and site coordinators to deliver excellent service levels.
- Develop scope of work, receive bids, and awards for construction projects and other facilities functions.
- Oversee teams, programs, and work related to site services
- Manage the outsourced site services (third-party service providers) related to office management, reception, mail services, shipping & receiving, café operations, and other site services
- Pay rents, write purchase orders, process invoicing, and maintain cost control
- Ensure deliverables are being met
- Create new and/or revise existing scopes of work
- Coordinate cleaning efforts between campus employee needs and housekeeping leader
- Sourcing of departmental supplies, materials, and non-capital assets
- Manage Facilities systems such as access control, EV charging, emergency notification, utility payment and energy management
- Owns the enterprise system and supports individual site administrators from all needs and aspects. (Outage support, direction on alterations, supply chain, user training, etc.)
- Coordinate space management at multiple sites
- Work with company departments to maintain an employee stacking plan
- Coordinate and oversee reconfigurations of workspace and/or furniture
- Track, maintain, and schedule employee location moves, adds, and changes
- Manage and oversee all furniture and company assets related to interior facilities
- Coordinate, schedule, and oversee commercial movers
- Administer the key management software and oversee the issuance process
- Coordinate and schedule company events room setups, training/seminar events, and general employee gatherings
- Support vendor management and ensure contractor compliance.
- Coordinate vendor administration. Including on-boarding, contract management, sourcing quotations, and tracking insurance certificates.
DEPARTMENT SPECIFIC/NON-ESSENTIAL FUNCTIONS:- Some occasional after hours work during special projects, site emergencies or as otherwise requested by manager.
- Other duties as assigned with or without accommodation.
EDUCATION & EXPERIENCE REQUIREMENTS:- Bachelor's Degree in a related field required, with a minimum of five (5) years of experience in facilities management or related functions;
OR - Associate's Degree in a related field required, with a minimum of ten (10) years of experience in facilities management or related functions;
OR - High School Diploma (or equivalent) required, with fifteen (15) to twenty (20) years of experience in facilities management or related functions.
Preferred Skills/Qualifications: Understanding of facility operations. Familiarity with seating charts and building floor plans. Facility Management Professional® (FMP®) or Certified Facility Manager® (CFM®) designation is a plus but not required.
Other Skills/Competencies: Excellent verbal and written communication, organization and planning skills. Intermediate skills with Microsoft Office Suite. Ability to learn specific software used in the Facilities department. AutoCAD, asset management, access control software proficiency a plus but not required.
RELATIONSHIP WITH OTHERS: - Reports to the Sr. Director of Real Estate & Facilities
- Reporting to this position outsourced service vendors
- Will work with facilities manager, coordinators, specialist, and technicians. As well as procurement, legal, I.T. Support teams, and executive level team members
- Frequent contact with outside vendors. Other vendors could include architects, consulting engineers, trade contractors
- Must have good interpersonal and leadership skills and be able to effectively interface with employees, management, contractors, and vendors
WORKING CONDITIONSThe majority of the work is performed in a normal office environment with a hybrid remote work model. There are periodic needs to enter research laboratories.
DISCLAIMER:The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.
