RESPONSIBILITIES 

Assist with implementing facilities management strategies in accordance with accepted business practices at corporate facility   Execute monthly and yearly facilities maintenance and safety inspections to ensure compliance with corporate standards and review/evaluate local regulation compliance   Maintain 100% property accountability of assigned resources   Act as a liaison for tracking and resolution of the facility’s day-to-day operations and other general repairs in the office to maintain a comfortable space and remain in compliance with safety regulations   Provide support related to the Emergency Safety and Evacuation Plan for headquarters   Responsible for tracking, coding and resolving all facilities-related invoices and certificates of insurance   Manage all landlords, tenant, contractor, and other associated vendor relationships   Records Management POC for Facilities and Reception Desk (Implementation of new processes)   Assist the different functional areas in the company with facility-related tasks   Analyze human capital growth projections and planned organizational changes, and prepare facility management strategies for review and approval by senior management   Support facilities to ensure a safe, efficient and comfortable facility for the employees    Manage all rent, operating expense analysis, approval and communication with Property Management   Ensure that mailroom and reception desk procedures are developed, updated, and adhered to   Maintain overall responsibility for monthly performance metrics for facilities   Generate and maintain SharePoint and databases to manage, monitor and control all activity which encompasses a tenant log, payment spreadsheet, and maintenance activity   Prepare expense reports, memos, and correspondence as needed.    Provide assistance with special projects as needed and handle matters requiring discretionary judgment and confidentiality appropriately   Assist with any maintenance requests for copier/printer prior submitting a ticket to the vendor   Maintain overall responsibility for Remedy Salesforce Facility Ticket tracking system   Coordinate onsite corporate breakfast/lunch monthly events to employee morale functions in conjunction with Human Resources, including Bagel/Donut Fridays and monthly gatherings; ensure all events run smoothly and evaluate responses through surveys   Communicate with vendors for company expectations/needs and evaluate proposals for maximum expense control   Budget necessary funds for small scale events, Bagel Fridays, and Monthly gatherings   Support office activities to achieve maximum expense control and productivity   Manage and oversee the reception area and receptionist, and ensure operations are running smoothly    Ensure effective visitor tracking, telephone and mail communication, both internally and externally to maintain professional image   Ensure that problems related to the office are identified, verify the fulfillment of solutions, and initiate actions to prevent the occurrence of potential problems   Maintain service contracts for office equipment to maximize utilization of services and control and reduce expenses as necessary   Update floor plans in correspondence to internal office moves and helps develop office plan and growth of the corporate office   Provide support related to internal and external staff moves and provide arrangements for office meetings as needed   Act as purchasing agent for office supplies and furniture, office equipment for headquarters in accordance with company purchasing policies and budgetary restrictions   Manage order flow of supplies and equipment in support of budget standards   Work with existing policies and develop new strategies for records maintenance   Assist in development of the annual budget for Company facilities and all front desk operations including annual department, office alterations, furnishings, building operation and maintenance budgets; aid in developing yearly maintenance budgets and controlling costs     Act as an office supplies approver POC for the Facilities Budget to include paper for central copy areas   Act as a Vendor liaison for all service-related suppliers Act as a point of contact for processing and generating purchase requests for name plates for office and cubes   Act as a point of contact for Carrier Shipment Platform    Process and coordinate service calls for repair or maintenance of office equipment   Other duties as assigned 

 

 

QUALIFICATIONS 

10 years related experience English professional fluency strongly preferred. Ability to speak, read and write to appropriate and consistently communicate in English. Ability to obtain and maintain RSO Vetting Security Clearance Ability to successfully pass any employment related drug screening and background security check Previous facility office management experience 

 

 

WORKING CONDITIONS 

 

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday standard core hours, however some extended or weekend hours may be required.