Facilities and Administrative Services Manager

Responsibilities

• Manage and oversee building repair and maintenance services provided for all office facilities both occupied and vacant.
• Respond promptly to any requests received, exercising good judgment and discretion in addressing emergency and urgent repair and maintenance issues.
• Review, approve and manage schedule and dispatch of maintenance/repair, monthly services, ad hoc and emergency services.
• Perform activities necessary to effectively manage facilities staff and/or contractors including directing work, employee safety, selection and development and appraising performance.
• Develop departmental policies and procedures and maintain files for company projects and facilities.
• Perform activities necessary to effectively manage facilities staff and/or contractors including directing work, employee safety, selection and development and appraising performance.
• Develop scope of work and cost projections for company offices and bids according to company standards.
• Maintain vendor and contract records. Review and approve all invoices for accuracy and hourly rates. Ensure compliance with building permits, landlord agreements, and health/safety issues.
• Work with signage vendors to develop building signage per lease requirements and obtain landlord and city approval. Maintain vendor files for all services and ensure a competitive bid process once every three years.
• Monitor progress of repair and maintenance, office set-up, office shutdown and minor remodel activities; visit sites, manage deliverables and deadlines and provide status updates to management throughout the construction process.
• Resolve issues, approve minor change orders, and confirm work completion to facilitate invoice approval. Communicate with vendors, management, agents and office staff throughout the build processes. May negotiate with vendors and set up new offices furnishing, supplies, equipment and maintenance.
• Coordinate and oversee timely completion of annual office inspections for safety, maintenance and general upkeep. Report findings accordingly to management with recommendations for short term and long term needs.

Qualifications

• Education: Bachelor’s degree in business administration or related field; or equivalent work experience.
• Experience: 3 to 5 years facilities management, space planning and design background, budget development and cost projection experience.
• Knowledge and Skills: Proficient in MS Office with MS Project preferred. Excellent oral and written communication skills. Effective interpersonal skills and leadership abilities. Effective analytical, problem-solving and decision-making skills. Project management skills; ability to prioritize and handle multiple issues and projects concurrently with initiative.