Ensures the optimal utilization of the organization's facilities for the Philippines site. Assesses and evaluates the physical space requirements of the organization and recommends plans to meet needs. Ensures proper functioning of facilities through ongoing inspection and maintenance. This position is responsible for the oversight and direction of space planning, project management, managing employee moves, and General Services vendor management for vendors supporting facility operations and services for the Philippines site. Additionally, oversees reception/conference room reservations, AV Technology, and acts as liaison for Business Continuity Planning. Provides technical guidance to employees, colleagues and/or customers.
ESSENTIAL FUNCTIONS:
- Works with senior management to establish and manage the budget for employee moves, furniture, and construction projects.
- Schedules numerous internal and external service providers and supervises a variety of furniture installation and construction projects, ensuring adherence to Company standards.
- Leads project meetings, establishes schedules and supervises tasks of external construction crews, furniture installers, movers and IT service providers.
- Manages and allocates available furniture inventory and creates project specification lists.
- Works with vendors on coordinating pricing and placing orders through Corporate Procurement.
- Supervises installation, facilitates invoice payments.
- Maintains accurate database of floor plans for local office.
- Prepares drawings for project-specific tasks and shares with internal/external service providers, supports space planning efforts using CAFM system, reviews and approves space requests for employee additions and moves.
- Acts as liaison between users, IT service groups and CAFM Administration.
- Works with management to develop and comply with long-range space allocation goals.
- Works on numerous software programs to perform daily functions, including Archibus, Microsoft Outlook, Word, Excel, and the Empower Intranet.
- Manages site Access Control and Security Camera systems.
- Adds/removes badges for associates and oversees visitor badging services.
- Coordinates with Empower Security teams to support security initiatives and projects.
- Supports General Services Planning Onboarding/Offboarding processes inside for the local office.
- Receives HR requests and initiates onboarding/offboarding space planning and Archibus tickets for equipment for associates assigned to desks in Empower offices.
- Responsible for site AV Equipment and support.
- Works with Empower AV Services team to affect maintenance and repairs, and with Empower users to support meeting needs.
- Assists business team by supporting normal and sensitive mail and shipping functions, as required, at the site following FINRA business rules.
- Requires knowledge of FAS Corp, 401K and Cash Forms.
- Support site and regional projects, as assigned.
- Responsible for Site Engineering services.
- Works with Empower Site Engineering team to coordinate maintenance and contracts for the site.
- Performs Vendor Management for site support contracts; coordinates with the landlord and vendors for site services and building systems support.
- Manages site parking program.
- Assists with site financial planning and management to include budgeting, procurement, invoicing.
- Performs duties inherent in a managerial role.
- Conducts performance reviews, approves requests for vacation/myTime, manages performance issues, and has hire/fire authority.
- Trains, coaches, mentors, and directs the work of direct reports.
- Other duties as assigned.
QUALIFICATIONS:
- Some college level education in Architecture, Interior Design, or Construction Management related programs.
- 5+ years’ experience in space planning/managing interior construction projects or equivalent education and experience.
- Reading and interpreting architectural documents, ability to coordinate and handle multiple projects, leadership and mediation skills, management skills, good verbal and written communication skills.
- Current knowledge of various furniture systems, ergonomic trends, cabling requirements and local building codes.
- Must speak fluent English.
Working Conditions:
- Office Working Conditions.
- Travel up to 10%.
- This job is a 100% in-office position, operating in a professional office environment.
- This role routinely uses standard office equipment such as but not limited to; computers, phones, photocopiers, filing cabinets and fax machines.
- While performing the duties of this job, the employee is regularly required to talk or hear.
- This position requires the ability to occasionally lift office products and supplies, up to 50 pounds.
- The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This job description is not intended to be an exhaustive list of all duties, responsibilities and qualifications of the job. The employer has the right to revise this job description at any time. You will be evaluated in part based on your performance of the responsibilities and/or tasks listed in this job description. You may be required to perform other duties that are not included on this job description. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.
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