JOB SUMMARY The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES Support the facility with the day-to-day operations of the client including but not limited to janitorial, life-safety/first aid program, security, alarm systems and general maintenance. Responds to client inquires and concerns. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction. Promotes positive and courteous public relations to all tenants, visitors and guests. Manages office in the absence of Facilities Manager. Uses pc and/or PDA for work order system, email, ESS and training. Assist with process and procedure training. Other duties may be assigned.
Finance & Vendors
Maintains files on work orders, proposals, and department files. Creates vendor files and checks accuracy on completed paperwork submitted by vendors. Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding. Track all facility payables in Oracle and work with the accounting team to ensure timely processing of payables upon completion of work/service. D ealing with inquiries from vendors regarding payments, investigating holds or blocks. Setting up new vendors, coordinating delivery schedules, directing drop-offs, etc. Process credit card reports and ensure proper cost center coding. Creates spreadsheets and reports for facility-related expenses and equipment as requested by management.
Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems. Provides reports on open and closed work orders and checks status with the appropriate technician or vendor. Perform daily facility checks and quarterly inspections of the facility. Ordering and scheduling maintenance when necessary, scheduling check-ups, directing and accompanying technicians, supervising work, etc. Oversees and/or coordinates maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance, landscaping, and janitorial work. Assist with renovation projects. Schedule and give tours to movers, architects, electricians, etc.
Supports Admins and Site Committees with Events. Organize various needs such as location, supplies, catering, drinks, cleaning, etc. for monthly Happy hours, summer activities, department activities/team building, farewell parties, holiday events, Hackathons, trainings, etc. Arranges parking validations, A/V, extra chairs, etc.
Adding/removing employees from DLs, helping to coordinate new equipment & desk assignment, order office supply requests, replacing broken equipment, ordering business cards, directing people to the proper resources, answering concerns, addressing complaints, etc. Helping people outside our office (booking meetings, organizing lunch, etc.). Coordinate, manage and plan all employees/team moves, new hire setups, clean out desks of terminated employees and conference room setups. Oversees the corporate UPS and visitor access accounts and assigns access privileges for the administrative team.
Safety / Security
Oversees life safety, procedures and training and assists fire department in conducting fire drills. Available to be on call 24 x 7 as back up to Facility manager for office emergencies. Manages security access for office (creates / deletes access badges and assigns special access rights). Supports the Crisis management team and responds to 911 emergencies. Maintain up-to-date Emergency Contact information list with work, home and cell numbers. Fundamental first aid and cardiopulmonary resuscitation (CPR) skills; training available.
SUPERVISORY RESPONSIBILITIES No formal supervisory responsibilities in this position.
EDUCATION and EXPERIENCE High school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.
COMMUNICATION SKILLS Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
FINANCIAL KNOWLEDGE Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES Basic skills with Microsoft Office Outlook. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more. Advanced working knowledge of access control systems associated to the building(s) and client-leased space.
SCOPE OF RESPONSIBILITY Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Internal Number: 18022452
With broader and deeper capabilities than any other company, CBRE is the leading full-service real estate services and investment organization in the world.
CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2017 revenues of $14.2 billion and more than 80,000 employees (excluding affiliate offices). CBRE has been included in the Fortune 500 since 2008, ranking #214 in 2017. It also has been voted the industry’s top brand by the Lipsey Company for 17 consecutive years, and has been named one of Fortune’s “Most Admired Companies” in the real estate sector for six years in a row. Its shares trade on the New York Stock Exchange under the symbol “CBRE.”
CBRE offers a broad range of integrated services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services.