Tenant Facilities Manager

About the role

The position is responsible for planning, organizing and implementing the day-to-day workplace management, maintenance, repair and alterations of assigned office locations(s); serves as liaison between the Company and building management, ensuring that jobs are completed effectively and within regulatory guidelines and projected timelines; addresses and supports the occupancy needs of on-site lines of business, prepares, manages and oversees the annual budgets and expenses for the workplace maintenance, operations, mailroom, custodial and other duties as necessary; and ensures optimal utilization of contractors, vendors and other resources.

Principal Duties

• Collaborates with others (i.e., lines of business, building management, vendors, contractors, etc.) for the purpose of implementing and maintaining services and/or other programs.
• Maintain relationships with customers, employees, and outside vendors for printing, office supplies, furniture, equipment, mail service, security, records storage and destruction, vending, janitorial service, maintenance, repairs, etc.
• Manages mail distribution, postage meter, and postage.
• Maintains relationships with customers, employees, and outside vendors for printing, office supplies, furniture, equipment, mail service, security, records storage and destruction, vending, janitorial service, maintenance, repairs, etc.
• Monitors, maintains, and orders appropriate express mail shipping supplies for the mail pick-up areas throughout the office, as needed.
• Physical workplace management and service response in a variety of areas including maintenance, cleaning, breakroom equipment and supplies and new hire orientation as it relates to department functions.
• Manages office security, access badges and cameras, and parking administration.
• Covers schedules and special event operations for the purpose of ensuring required facilities preparation.
• Develop long- and short-range maintenance plans/programs (i.e., emergency response plans, energy management plans, work orders, other reporting, etc.) for the purpose of ensuring organization funds and resources are effectively utilized.
• Responsible for coordination of periodic fire drills and standardization of emergency procedures.
• Manages awareness to the Emergency Response Plan.
• Conducts office site inspections and oversees facilitation of safety education and awareness training and resources to company staff.
• Recommends and evaluates bid opportunities for ongoing maintenance and purchase of office furniture, fixtures, and maintenance.
• Directs projects (i.e., site repairs/construction, preventative maintenance, etc.) for the purpose of ensuring completion within established time frames, project design and within budget.
• Maintains logs and provides reporting for repair work, projects, equipment, work orders, daily maintenance and supplies for the purpose of ensuring that jobs are completed efficiently.
• Participate in occupancy planning, seating assignments and restacking on an ongoing basis, as needed.
• Manage updates and maintain office floorplan showing seat assignments, occupancy, group names.
• Provide monthly reporting on occupancy metrics.
• Prepare workstations for new hires to ensure cleanliness and inclusion of nameplates, keys, waste baskets and other standard supplies and equipment.
• Works with IT Desktop team to ensure workstations are equipped with appropriate desktop equipment.
• Prepare purchase orders and reconcile vendor invoicing to ensure accuracy, resolve billing issues and approve payment requests pursuant to company policies.
• Perform related duties as required.

Education And Experience Requirements

• Bachelor’s degree in business or equivalent;
• Combination of education and facilities experience.
• 5+ years of office and/or facilities management experience, including 3+ years managing facilities in an office environment.
• Experience in building maintenance and facility management to include planning, construction, maintenance, and operations.

Knowledge, Skill And Ability Requirements

• Extremely organized, self-motivated, problem solver, with strong verbal and written communication skills able to work with little supervision, willing to take ownership of the job.
• Accuracy and strong attention to detail required plus ability to effectively and efficiently multi-task and able to prioritize tasks according to the business needs.
• Strong customer service orientation - ability to build relationships with external vendors and internal customers.
• Proficient in Microsoft Office (i.e., Excel, Outlook, PowerPoint, and Word), team room/knowledge sharing tools, etc.
• Requires experience with typical office equipment and presentation equipment.
• Ability to work independently under broad organizational guidelines to achieve business objectives; managing staff; and supervising the use of funds and being able to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality.
• Strong work and business ethics.
• Able to work overtime or during off-business hours, when necessary.
• Able to lift up to 30 lbs.