Workplace Experience Manager

Primary Responsibilities

• Manages a team of employees that are onsite by applying management techniques and processes; develop, mentor, assess, reward, motivate, discipline, terminate, etc.
• Oversee and manage maintenance vendors with the building management. Address any issues and shortcomings with the property manager
• Manages multiple sections or disciplines through supervisors and professionals, guiding by established practices. Oversees financials, business planning, priorities, and workforce.
• Respond to emergency response during natural disasters and overall, any type of emergency affecting our employees, infrastructure and offices for remote Paylocity distribution and Emerging Market offices.
• Read and clearly understand Operation and Maintenance Manuals as well as build drawings to have a deeper understanding of spaces.
• Have clear understanding of warranties on existing equipment to be able to reach out to vendors / manufacturers for warranty replacements
• Manage seating chart software for Schaumburg location. Track all moves, plan departmental moves, compare spaces assigned to groups against growth plan to ensure adequate room for growth is planned for. Work with Facilities Project Manager to forecast growth.
• Understanding the Certificate of Insurance requirements by each landlord and ensuring that the required COI is submitted to the building management. Ensure LL and Paylocity receive certificate listing each as certificate holder.
• Maintain COI log tracking and ensure current COI is always on file for all vendors on site.
• Have Clear understanding of Landlord responsibilities to Paylocity and hold them to them
• Manage Monthly / Weekly / Quarterly checklists and ensure all work is completed.
• Maintain accountability of staff for this work
• Work with building engineers to manage preventative maintenance program related to UPS, Generators, Switchgears, Roof warranties and elevators to minimize impact to staff and minimize risk.
• Ensure that both landlord and Paylocity are fulfilling requirements of the lease
• Ensure all health, safety and regulatory conditions, guidelines and audits are followed with process and rigor. Areas of responsibility include but are not limited to fire code/drill compliance, electrical, HVAC, plumbing, elevators, entry/exit systems, security systems, etc.
• Manage the negotiation and maintenance of contractor and vendor contracts that define quality, service delivery levels, pricing and other terms and conditions (collaborating with the Procurement department when required).
• Perform annual cost reviews of all vendors to ensure pricing is competitive.
• Track facilities spending related to snacks / refreshments, manage frequency and quantities ordered to minimize waste.
• Create and manage contact sheets for all sites
• Manage storage within building. Cleanliness and organization of all storage closets.
• Review and approve vendor invoices. Review for accurate pricing and reflection of negotiated hourly rates.
• Perform hands on work as required – hanging white boards, corkboards, replacing water filters and light bulbs.
• Understand all systems in the building.
• Responds to non-scheduled utility outages

Education and Experience

• 5 or more years related facilities management experience or equivalent combination of education and work experience
• Bachelor's Degree preferred
• Facilities industry training and certifications are preferred.
• 2+ years managing employees
• Excel in negotiations, communications and project management
• Strong time-management and multi-tasking skills
• Solid knowledge of PC, MS Excel, MS Word, MS PowerPoint, email, internet, phone, fax, and copier
• Basic knowledge of heating, air conditioning systems, electrical systems and mechanical troubleshooting and repair
• Advanced planning, management and organization skills
• Capability to perform systemic root cause analysis and problem resolution
• Excellent interpersonal and business relations

Physical requirements

• Ability to sit for extended periods: The role requires sitting at a desk or workstation for long periods, typically 7-8 hours a day.
• Use of computer and phone systems: The employee must be able to operate a computer, use phone systems, and type. This includes using multiple software programs and inquiries simultaneously