Sr. Specialist – Technology & Operations (d/f/m) - CSI Innovation Centers

About the role

The Sr. Specialist – Technology & Operations plays a crucial role in managing and maintaining the effective and consistent operation of the DHL Americas Innovation Center (AMIC). They are responsible for steering day-to-day facility management, coordinating various projects, managing administrative and budgeting topics, and coordinating general matters related to the real estate of the Innovation Center.

Responsibilities

• Drive Operational Excellence
• Coordinate day-to-day facility operations of AMIC and its surrounding, including the showroom, office space, meeting spaces and their set-up, and all related maintenance activities
• Ensure the smooth operations of the technical and smart building elements of the Innovation Center that are critical to customer experience across the facility
• Continuously assess and if needed troubleshoot functionality issues; evaluate where external support is needed and organize for this
• Maintain a proactive approach in managing building standards to eliminate reactive approach for wear and tear and other failures
• Maintain and drive a preventative maintenance program for different building systems and equipment
• Handle all coordination with necessary parties to conclude this
• Coordinate outside contractors and ongoing contract management for service providers
• Demonstrate judgment in assessing and resolving building issues promptly and cost-effectively
• Develop, manage, and lead facility enhancement projects
• Contribute to keeping the building up to date, state-of-the-art and engaging for customers
• Ensure that all safety guidelines are adhered to, conduct routine inspections, and act as a safety champion for the Innovation Center
• Execute bid management process where relevant, negotiate terms, and provide cross-comparison analysis
• Work in close alignment with the Customer Experience and Customer Engagement Teams to ensure that all facility related topics are for any customer visit
• Be in the know of current and upcoming events taking place, plan and be proactive
• Demonstrate understanding of escalation path with ability to recognize issues immediately and raise accordingly
• Have a solid working knowledge and ability to assess electrical and mechanical systems; plumbing, carpentry, painting, dry walling, electrical, HVAC maintenance and operations and ensure that you can participate in vendor discussions on the same
• Ensure vendor management accountability, efficacy and execution
• Oversee work from start to finish
• Undertake all necessary assessments, cascade information to own team and management efficiently
• Adhere to deadlines
• Deliver on strategic approach agreed for the IC jointly set with the global team
• Drive Administrative Excellence
• Be responsible for facility related procurement topics and invoice management
• Drive core administrative duties and develop process enhancements for AMIC
• Monitor and manage facility related spendings, ensuring alignment within approved baselines
• Close alignment on budgets with the global team
• Support annual budget discussions with input
• Liaise with Accounting to ensure accuracy and timeliness of payments, track pending transactions with quick escalation or follow up for immediate resolution
• Proactively manage (organize, track, maintain) inventory, purchasing and budget management analysis for facility related costs
• Become a “NGeP Coupa” user for AMIC; manage purchase order process ensuring a smooth, accurate and timely turnaround
• Execute new vendor setup and drive bidding / bid waiver process providing rationale needs
• Maintain concise system of records; accurately account for financial related transactions: verifying, allocating, posting

Requirements

• Bachelor’s degree or equivalent experience/qualification in Building Engineering, Facility Management or similar
• 5-7 years of relevant work experience
• Any additional training certifications in building management systems, facility management, vendor management or procurement are a plus
• Strong organizational skills and meticulous attention to detail
• Result-driven with a positive attitude, highly engaged with potential to take on further projects that broaden experience and scope
• Strong communicator and relationship builder
• Solid written and verbal communication skills
• Ability to work independently; self-starter and strong sense of teaming
• Proficient in Microsoft office, specifically Outlook and Excel and Microsoft Teams
• Fluent in written and spoken English