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Facilities Adminsitrator

Expired Job

Academi Reston , VA 20190

Posted 2 months ago

Constellis was established in 2010 by a group of operators and investors who sought to combine best-in-class brands, assets and people within the complex risk management industry. Today, the leading provider of risk management and operational support services worldwide, Constellis combines the legacy capabilities and experience of ACADEMI, Triple Canopy, Olive Group, Centerra, Edinburgh International, Strategic Social and all of their affiliates. From life support, procurement, operations and maintenance to high-threat protection, training, C4I systems integration and crisis response, Constellis helps its clients achieve and sustain success, no matter where they are in the world. Constellis operates in approximately 40 countries with regional offices in Africa, the Americas, Europe and the Middle East. Constellis is headquartered just outside of Washington, D.C. in Reston, VA.

Coordinates, oversees and executes the day-to-day management of equipment and facilities for the Constellis Reston office to include office equipment; building inventory management; logistics; and related activities with minimal supervision. Assists with the analysis of company facility requirements, planning and management of annual facility budget, develop and implement workflows to improve operations.

Coordinates, and/or performs a wide variety of administrative and office support functions for the Constellis Reston Office. Provides overall management assistance to all HQ Facility employees with facility management support as required.

RESPONSIBILITIES:

  • Facilities Management:

  • Assists implementing facilities management strategies in accordance with accepted business practices at corporate facility.

  • Executes monthly and yearly facilities maintenance and safety inspections to ensure compliance with corporate standards and review/evaluate local regulation compliance.

  • Maintain 100% property accountability of assigned resources

  • Liaison for tracking and resolution of the facilities day-to-day operations and other general repairs in the office to maintain a comfortable space and remain in compliance with safety regulations.

  • Alternate POC for the Security Team in maintaining the fitness waiver log on SharePoint. (Gym key management for new and replacement keys)

  • Provides support related to the Emergency Safety and Evacuation Plan for headquarters. Establishes and maintains company facility safety program.

  • Responsible for tracking, coding and resolving all facilities related invoices and certificate of insurances.

  • Manages all landlords, tenant, contractor and other associated vendor relationships.

  • Records Management POC for Facilities and Reception Desk (Implementation of new processes)

  • Assist the different functional areas in the company with facility related tasks.

  • Analyses human capital growth projections and planned organizational changes, and prepares facility management strategies for review and approval by senior management.

  • Supports facilities to ensure a safe, efficient and comfortable facility for the employees

  • Manages all rent, operating expense analysis, approval and communication with Property Management.

  • Reviews and provides support with all facility related construction projects for compliance with approved plans.

  • Manages Constellis Recycle and Sustainability Program for the Reston, HQ

  • Generates / Maintains SharePoint and databases to manage, monitor and control all activity which encompasses a tenant log, payment spreadsheet, maintenance activity

  • Preparation of expense reports, memos and correspondences as needed. Provide assistance with special projects as needed and handle matters requiring discretionary judgment and confidentiality appropriately.

  • Assist with any maintenance requests for copier/printer prior submitting a ticket to the vendor.

  • Generates / Maintains SharePoint databases to manage for Facilities and Reception Desk sites, to monitor and control all activity which encompasses a tenant log, payment spreadsheet, maintenance activity.

Events Planning / Coordination:

  • Coordinate onsite corporate breakfast/lunch monthly events to employee morale functions in conjunction with Human Resources including Bagel/Donuts Fridays and monthly gatherings; Ensure all events run smoothly and evaluate responses through surveys.

  • Communicates with vendors for company expectations/needs and evaluate proposals for maximum expense control.

  • Budgets necessary funds for small scale events, Bagel Fridays and Monthly gatherings.

Office Management:

  • Supports office activities to achieve maximum expense control and productivity.

  • Manages and oversees the reception area and receptionist and ensures operations are running smoothly.

  • Ensures effective visitor tracking, telephone and mail communication, both internally and externally to maintain professional image.

  • Ensure that problems related to office are identified, verifies the fulfillment of solutions and initiates actions to prevent the occurrence of potential problems

  • Maintains service contracts for office equipment to maximize utilization of services and control and reduce expenses as necessary.

  • Liaison responsible of updating floor plans in correspondence to internal office moves and helps develop office plan and growth of the corporate office.

  • Provides support related to internal and external staff moves and provide arrangements for office meetings as needed.

  • Acts as purchasing agent for office supplies and furniture, office equipment for headquarters in accordance with company purchasing policies and budgetary restrictions. Manage order flow of supplies and equipment in support of budget standards.

  • Work with existing policies and develop new strategies for records maintenance.

Budget Planning:

  • Review all PCard statements for facilities and review and code bills accordingly for accuracy.

  • Develops the annual budget for Reston Facilities and Front Desk operations including annual department, office alterations, furnishings, building operation and maintenance budgets. Aids and in developing yearly maintenance budgets and controlling costs.

  • Facilitates change to support business objectives

Purchasing Administration:

  • Office supplies approver POC for the Facilities Budget to include paper for central copy areas.

  • Vendor liaison for all service related suppliers (Offix, Monumental Vending, Aramark etc.)

  • POC for processing and generating purchase requests for name plates for office and cubes.

  • Point of contact for Carrier Shipment Platform.

  • Process and coordinate service calls for repair or maintenance of office equipment.

IT Support:

  • Provide support with tracking, coding and reconciliation of vendor invoices

QUALIFICATIONS:

  • Must be flexible and able to successfully manage simultaneous tasks in a fast pace work environment.

  • Must possess extremely good judgment and independent decision making abilities

  • Must be self-motivated, proactive, and aggressive in order to work through critical issues

  • Proficiency on Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues

  • Ability to work independently on assigned tasks as well as to accept direction on given assignments.

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of individuals and departments.

  • Able to work collectively with the administrative team associates.

  • Capable of writing facilities management plans as required

  • Associates or Bachelor's degree (two or four years of relevant work experience may be substituted).

  • Previous office management experience.

  • Requires thorough knowledge of office procedures and organizational structure.

WHY CONSTELLIS?

With operations across every major continent and an annual revenue of $1.5 billion dollars, Constellis provides a wide array of opportunities for individuals looking to build successful careers in a fast-paced, growing industry. Legal, moral and ethical business practices remain at the cornerstone of our culture and Constellis continues to be recognized for our emphasis on quality and compliance. This strong track-record of performance is supported by our deep relationships across key government agencies and blue chip commercial customers. With more than 17,000 personnel worldwide, the majority of whom are military or law enforcement veterans, we leverage our employees' ambition and passion for creating a safer world. Our extensive operational expertise is augmented by our intimate knowledge of economies, communities and cultures. As a result, we share a willingness to support complex operations in some of the world's most demanding places.

BENEFITS:

Constellis offers a comprehensive, total rewards package that includes competitive compensation, a flexible benefits package, work-life balance, and tailored career development programs that reflect its commitment to creating a diverse and supportive workplace.

  • Medical, Vision & Dental Insurance

  • Paid Time-Off Program & Company Paid Holidays

  • 401(k) Retirement Plan

  • Insurance: Basic Life & Supplemental Life

  • Health & Dependent Care Flexible Spending Accounts

  • Short-Term & Long-Term Disability

  • Coverage Employee Assistance

  • Program Performance Reviews & Advancement Opportunities

  • Personal Development & Learning Opportunities

  • On-the-job Training, Skills Development & Certifications

  • Employee Referral Program

  • Corporate Sponsored Events & Community Outreach

WORKING CONDITIONS:

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday through Friday from 8 am to 5 pm, however, some extended or weekend hours may be required.

PHYSICAL REQUIREMENTS:

May be required to lift and carry awkward items weighing up to 25 lbs. Requires intermittent standing, walking, sitting, squatting, stretching and bending throughout the workday.

Equal Opportunity Employer

Minorities/Women/Protected Veterans/Disabled


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Facilities Adminsitrator

Expired Job

Academi