BASIC QUALIFICATIONS:

• Candidate must have at least 5 years of experience in similar facilities / office administration roles.
• A 4/5-year college degree is desirable; experience and/or demonstrated performance in similar roles may substitute formal education.
• High Intermediate English proficiency is required

I. Office Services Supervision

• Reception and Logistics Team
• Mail Services
• Office Supplies
• Coffee, Refreshments, Food Service

II. Maintenance Services Coordination

• Vendor management, contracting and payment
• Office space inspection and maintenance scheduling
• Janitorial Services – oversee, quality control, communications

III. FFE – Furniture, Fixtures and Equipment Management

• Furniture – purchase when needed, inventory and maintain
• Fixtures (shelving, tables, display, cabinets, etc.) – purchase, inventory and maintain
• Equipment – office equipment, maintenance, etc.

IV. Space Management and Alterations

• Oversee and assist with monitoring and managing space utilization
• Work with site leadership to identify space needs – expansion, contraction, relocation
• Construction – coordinate and assist with alterations, new construction

V. Safety and Security Management

• FSM – assume the role of FSM (Facility Security Manager)
• Consult with Global Security as needed, attend training
• Monitor and ensure security of people, space and equipment
• Monitor and maintain security systems such as cameras and card access
• Support visitor and entry procedures
• Ensure the safety of employees and workplace.
• Implement and exercise emergency management and response plans (building evacuation, shelter in place, take-cover; severe weather, earthquake, etc.)
• Respond to emergency incidents as needed
• Coordinate security and health and wellness programs such as CPR/AED, Active Shooter, other threats or programs in support of health and well-being.

VI. Accounting and Budgeting

• Assist with preparation of budget related to facility operations
• Monitor and approve invoices as appropriate

VII. Lease Administration

• Monitor real estate lease for compliance
• Point of contact for Tenant-Landlord relationship – engage landlord and services as needed.

VIII. Quality Control

• Seek continuous improvement in facility operations and budget
• Ensure quality workplace in support of employee comfort, safety, security and productivity

IX. Event Planning

• In coordination with Line Unit and Support Groups leaders, manages the offices events such as customer and dealer gatherings, teambuilding activities, visits, end of year celebrations, etc.
• Supports HR and ERGs in ah-hoc events