Facilities Manager

ABOUT THE JOB:

This position is responsible to be the first point of contact for physical facilities support as well as provide administrative support to the Legal/Real Estate department.

WHAT YOU'LL BE DOING:

• Ensure that the facility is fully operational with all utilities functioning properly. Including but not limited to maintain cleanliness and integrity of the physical space, to include, regular inspections of the space (doors, furniture, and fixtures)
• Handle day-to-day local site activities and employee facility related requests, such as temperature, parking, cubicle/office assignments, furniture repairs, furniture orders/changes and office/cubicle moves
• Schedule and supervise maintenance repair work and assist with checking installation and servicing building equipment 
• Collaborate with building owners and upper management on budgeting for facilities needs 
• Manage, schedule, negotiate with outside contractors in support of the Company’s facilities, including vending machines, coffee service, and other facility related vendors as well as maintaining related records and contracts
• Provide department administrative support to include: 
  • Coordinating meetings and travel
  • Assist with real estate activities 
  • Assist with public filings
  • Compose routine correspondence
  • Provide information to internal/external customers
  • File correspondence and legal documents
• Perform all functions of a mail room including:
  • Receiving shipments notifying recipients
  • Daily post office trip for certified mail
  • FedEx shipping and labeling
  • Stocking all required materials for mail room
• Manage all Office Depot, Grainger, FedEx, and Amazon accounts including purchase order management
• Maintain and update floor/layout maps. Maintain an up-to-date seating chart and distribute to senior leaders as needed
  • Coordinate, schedule and negotiate with building landlord on issues relating to such items as janitorial services, security, and parking
• Propose cost saving solutions and ways to improve efficiencies
• Manage inventory of office cubicles and furniture
• Develop and maintain Site Procedure Manual
• Assist Safety Department with emergency evacuation plans/fire drills
• Serve as the primary liaison with regulatory agencies
• Ensure compliance with all applicable occupational health and safety regulations: federal, state, and local
• Maintain a site specific emergency action plan
• Coordinate life safety drills, i.e. fire, severe weather, active threats, etc
• Perform/facilitate regular inspection of fire extinguishers, AED, security system, and first-aid cabinet
• Other duties as assigned

Equipment Used and Responsibility:

• Computer, telephone, and electronic office equipment
• Intermediate MS Office skills (Word, PowerPoint, Excel, and Outlook) 

EDUCATION AND QUALIFICATIONS:

• 2 years’ experience of facilities, property management or building operations experience
• Experience handling sensitive and or confidential information
• Strong project management skills
• Ability to multitask, meet deadlines and complete projects in a timely manner
• Ability to problem solve and mitigate/manage obstacles
• Communicate clearly: verbal and written
• Bachelor’s degree preferred
• Financial and budgetary management experience preferred

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