Supervisor, Facilities Operations

An entertainment organization in NYC/California is looking to add a new Supervisor of Facilities Operations to their team in Santa Monica.

Responsibilities:

• Coordinate and execute various internal and external projects, proactively facilitate daily responsibilities, manage, and meet deadlines, co-create a pathway to successful outcomes with their manager. Monitor and track established plans to accomplish goals throughout the year.
• Oversee and/or coordinate maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance and janitorial work.
• Ensure timely and quality service delivery to clients, as well as ensure operational efficiencies are being met.
• Follow up with clients on all requests to ensure customer satisfaction before closing out.
• Perform facilities inspections and prepare reports as needed.
• Actively involved with managing construction projects, office moves, and restocks.
• Assist in the preparation of operational and capital budgets.
• Process invoices and ensure proper cost center coding for invoice processing.
• Review periodic reports including financial and explain variances.
• Provide light office maintenance such as installing wall hangings (posters, white boards, etc.)
• Work with safety committee to understand, implement and audit safety & security programs to ensure that all safety programs and procedures are followed in accordance to local, state, and federal codes/ guidelines.
• Review floor plans weekly in Space IQ and facilitate a full audit of the plans every two weeks. Liaise with supervisor to resolve any technical issues with software, populating names, etc.
• Knowledgeable in emergency management/planning, business continuity and business impact analysis.
• Implement best practice processes to increase operational efficiencies and deliver on commitments.
• Handles overflow from Facilities Coordinator with coordinating and scheduling event rooms and guestrooms using scheduling software.
• Support physical setup and breakdown for company meetings and events.
• Partner with Communications to maintain and update Facilities information on Company intranet.
• Working knowledge of financial terms and principles and ability to use spreadsheets to calculate simple amounts.
• Ensure that all facilities are operated and maintained in a cost-effective and safe condition in accordance with the approved budget and the customer's requirements.
• Partnering with Procurement to support purchasing and maintaining office supplies, equipment and inventory.
• Coordinating with HR to prepare workspace for new employees.
• Support the development and enforcement of office protocols, in accordance with applicable laws and regulations, including health, safety and environmental guidelines.
• Liaise with IT to support troubleshooting office equipment and technology issues.
• Able to lift up to 50 lbs.
• Other duties may be assigned that would require collaboration with Head of Facilities and other team members.

Qualifications:

• Bachelor's Degree 5-7 years of progressive work experience in mid-size or large company
• Prior experience in managing subcontractors providing maintenance or repair services.
• Experience in operation of facilities employing multiple staff and 24- hour 7 day a week coverage.

Desired Skills:

• Strong written and verbal communication skills and keen ability to listen and follow instructions and ask clarifying questions to ensure understanding.
• Diligent time and resource management skills to provide high level of responsive customer service.
• Comfortable presenting information to individuals and groups of employees.
• Efficient analytical and problem-solving abilities. Consistent exercise of sound judgment and discretion.
• Ability to multi-task and work under tight deadlines.
• Relationship and customer service oriented.
• Intermediate skills with Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.), and intranet/internet. Ability to use ticketing systems (Service Now), CAFM, & Auto Cad, Space IQ, Saltimine.