Supervisor, Facilities

Brown & Toland Oakland , CA 94604

Posted 2 weeks ago

  • Manage facilities services for multiple administrative sites, including landlord interface, vendor management, contract management, cost estimates, procurement, safety, security, mail services, storage, maintenance, transportation, and other services required to maintain an efficient functioning working environment.

  • Manage facilities services for leased medical office sites, including Landlord/Subtenant interface, vendor management, and sublease administration. Serve as primary contact for tenants and landlords on facility and lease related issues and requirements, yearly reconciliations review, opex monitoring, telecom administration, construction, maintenance, janitorial, parking, security, after-hours emergency response, etc.).

  • Facilities project management including internal and external facilities improvement projects, planning and oversite of construction, space planning/moves, and setup of administrative and medical office sites.

  • Manage company ergonomics program, including development and oversight of all preventative efforts. Lead internal workers comp oversite committee, assist with investigations, corrections and follow up on workers' compensation claims.

  • Manage organizational safety and emergency response program. Plan and lead regular safety activities and coordinate Emergency Response Team. Ensure compliance with health and safety standards and codes. Also, provide on-going management of company business contingency program and emergency communications system.

  • Supervise reception, mail services, purchasing, and office maintenance functions and staff. Regularly collaborate with staff to ensure they have clear goals and objectives and provide the support and feedback needed to meet them.

  • Participate and lead various company committees; as requested.

  • Manage department budget to ensure accurate expense tracking. Monitor and report variances regularly.

  • Responsible for facilities procurement and contract management, including competitive bidding, negotiation and ensuring appropriate approvals and controls are in place.

  • Develop and implement cost reduction initiatives (i.e. vendor and supply cost comparisons, printing and copying cost savings, transportation efficiencies, etc.).

  • Develop and maintain department work procedures (i.e. mailroom and form letter processing troubleshooting, ergonomic program, offsite records storage, emergency procedures, etc.).

QUALIFICATIONS & REQUIREMENTS:

  • Ability to read, interpret, and carry through on all aspects related to facilities and construction planning, contract purchasing, and commercial property leasing.

  • Must have a strong understanding of all aspects of the business, customer requirements and vendor service expectations in order to provide high quality service to internal customers

  • Ability to demonstrate a strong sense of ownership, responsiveness and urgency to the needs of the business and employees at all levels

  • Experience with MS Word, Excel and Outlook and the ability to learn new applications, including MS Office Suite and SharePoint.

  • Have strong and outstanding organizational skills with the ability to juggle multiple projects and priorities with attention to detail; thoughtful analysis, problem-solving skills and accountability

  • Must have ability to provide high quality service to all internal and external customers via serving as a resource for customer questions while suggesting new creative solutions

  • Have strong verbal, interpersonal and customer service skills

  • Demonstrate reliable, cooperative and patient manner

EDUCATION AND/OR TRAINING:

  • A./BS degree or combination of education and training

  • Direct facilities management experience

EXPERIENCE:

  • Minimum of five years' experience in facilities management, contract purchasing, and project management

  • Minimum of three years' experience supervising employees

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Supervisor, Facilities

Brown & Toland