Facilities and Administrative Services Manager

Purpose of Job

The facilities and administrative services manager supervises and facilitates the efficient operation and professional appearance of company offices. Responsibilities include managing small remodels, new office set up, and major repairs for corporate and branch offices, coordinate with other facilities personnel on space planning, cost projections, vendor negotiation and contractor selection.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

1. 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. (20-30%)
2. 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. (15-20%)
3. Develop scope of work and cost projections for company offices and bids according to company standards. Monitor and supervise the project plan for lease negotiations when directed, bids, remodels, repairs and other ongoing services to support company offices, participating in these projects as necessary or directed. Prepare and present project budgets for approval. (15-20%)
4. Negotiate with and select vendors for new offices, relocations, remodels, and ongoing maintenance services. 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. (15-20%)
5. 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. (10-15%)
6. 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. (5-10%)
7. Perform any additional responsibilities as requested or assigned. (0-5%)

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

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.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

• Project Management Institute (PMI) Certification a plus.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer