Facilities Supervisor

Job description

Responsible for space planning, building, and office management services for economy of operation and maximum usage of facilities and equipment within an assigned geographic territory.

As a member of facility management you will oversee office services, facility management, and building related services for several locations and/or buildings. Manages the design, planning, construction, and maintenance of equipment, buildings, and other facilities. Plans, budgets, and schedules facility modifications, including estimates on equipment, labor, materials and other related costs. Oversees the coordination of building space allocation and layout; and facilities expansion. Provides quarterly space planning updates as well as reconciles monthly facility expenses. Participate in various committees/task forces and group goal planning as needed.

Coordinates the daily activities of a work group, setting priorities to ensure task completion. Provides technical/functional leadership as well as first line supervision, but does not have hire/fire authority. Excellent communication skills. Familiarity with email and MS Office applications is essential. Willing to function as after hours contact for facilities emergencies and be accessible via phone or pager. Prior facilities management or assistant property management experience. and BA/BS degree or equivalent.

Desired profile

Qualifications :

Responsibilities :

1) Managerial

a) Manage the allocate staff to include the receptionist & potentially facility coordinator.

b) Hire, train and manage temporary help as needed.

c) Submit timely, detailed monthly reports.

d) Contribute to Oracle's positive corporate image.

e) Provide direction and guidance in promoting career development and growth to allocate employees.

f) Encourage employees to track self-development/training progress via established worksheet.

g) Maximize resource utilization and delegation of tasks to support staff.

h) Establish job descriptions for all employees; review on an annual basis for accuracy.

i) Prepare and conduct performance appraisals semi-annually.

j) When necessary, established detailed performance improvement plans by coordinating with HR.

k) Manage staff training requirements.

l) Conduct regular 1:1s with support staff.

2) Finance

a) Monitor office expenses and review against monthly expense transaction detail report; notify area facility manager of any discrepancies.

b) Provide input to budget planning process. Stay within established PO budget during the fiscal year.

c) Identify capital requirements for budgetary purposes.

d) Seek to reduce overall office expenditures.

e) Negotiate with vendors to obtain best service and pricing.

f) Minimize real estate expenses.

g) Provide cost information detail when requested.

h) Track allocations for LoBs through Property Manager (PN)

3) Facility Management

a) Provide a quality work environment that enhances employee productivity.

b) Effectively manage all conference and demo room activities to include overseeing conference scheduling, equipment functionality and general conference room upkeep.

c) Proactively ensure the facility as an asset is well maintained to include furniture repairs, carpet cleaning, touch ups and replacements as needed.

d) Act as a liaison with the landlord, contractors, architects and other Oracle vendors or personnel.

e) Establish annual purchase orders and monitor monthly vendor payment.

f) Assign office space based on Job code and following the LAD workstation policy.

g) Report accurate office space assignments on a monthly basis for entry into Property Manager.

h) Review 12-month report and facility usage summary; notify facility manager of discrepancies.

i) Assist facility manager by providing planning information and feedback to initiate, manage and follow up on projects. Help in developing stacking plans.

j) Supervise the ordering of repairs and track office equipment servicing, including copy machines/MFDs, printers, with respective ancillary supplies.

k) Maintain inventory of all facilities capital assets including owner, serial number and location; reconcile on an annual basis.

l) Conduct EHS quarterly facility inspections & comply executing all the work orders regarding EHS compliance to achieve 100% submitting forms.

m) Contact property management and/or vendors as needed for repairs and adjustments.

n) Update office headcount report (headcount program) and/or capacity plans on an as needed basis; submit to area facility manager.

o) Interface with area facility manager on capital purchases, office expansions, small project requests, leasing issues as well as any space ranking concerns.

p) Establish preliminary space plans and identify alternatives; coordinate requirements.

q) Interact with various groups and collect information regarding headcount growth requirements.

r) Establish and communicate move coordination requirements. Prepare move coordination forms, issue boxes, labels, and distribute information. Follow up to resolve outstanding move coordination issues.

s) Assist in identification of punch list items; follow up on completion of these items.

t) Participate in 11-month walk through (for new facilities).

u) Obtain proper certificates of insurance for vendor related work (as needed).

v) Develop and implement building emergency procedures such as in the case of power outages and water damage. Ensure processes essential to the facility/property's operation are documented.

w) Maintain as builts of facilities and electrical, HVAC systems

4) Reporting

a) Review property manager reports on a monthly basis to ensure that employees are being correctly charged for space and space assignments entered into the system are correct.

b) Maintain inventory of fixed assets (Oracle owned equipment) for each office and allocate staff member.

c) Maintain by location a list of annual service/maintenance contracts.

d) Obtain quarterly facility inspections reports and review for action items.

e) Review inventory of facility capital assets; submit corrections and write off assets that have been stolen or are no longer being used.

f) Establish annual purchase orders and monitor monthly payment of landlord variable expenses.

g) Provide timely and comprehensive monthly report detailing personnel, real estate and other transaction activities.

h) Respond to information requests, such as surveys, in a timely and accurate manner.

i) Ensure information posted on Real Estate and Facilities Portal is current.

j) Monitor & Execution until completion of Facilities Services Request

5) Purchasing

a) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, prepare check requests and route requests to appropriate management level for approval.

b) Establish and maintain annual service contracts for office equipment, AV equipment, carpet cleaning and supplemental HVAC units in accordance with Purchasing's policies.

c) Establish annual purchase requisitions for goods/services.

d) Make purchase recommendations to replace or retire office equipment.

e) Monitor staff's maintenance of general office supplies (including supplies for office equipment).

f) Seek to identify cost effective purchasing alternatives.

g) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.

h) Coordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations in spreadsheet format.

i) Ensure operational effectiveness of all equipment.

j) Run monthly reports from purchasing system to ascertain remaining dollar value of purchase orders as well as purchase orders that have been over billed.

6) Personnel

a) Orient new employees to general office procedures

b) Participate in monthly new hire orientation presentations with HR and sales, education where applicable.

c) Work with cost center managers to make space assignments for new employees.

d) Improve employee moral and retention.

e) Assist HR as needed on employee/personnel issues.

f) Monitor performance of administrative staff and conduct semi-annual performance reviews.

g) Document daily work progress (both good and bad).

h) Continually set and review performance expectations for each staff member.

i) Streamline workflow; reduce process redundancy.

j) Interface with cost center managers to obtain space requirements and obtain performance feedback on allocate staff.

k) Proactively seek input from office employees on areas needed to improve customer service.

l) Promote LAD Real Estate and Facilities services contributions to Oracle's strategic vision.

7) Safety & Security

a) Educate employees regarding building and general office emergency procedures; set up CPR training.

b) Maintain file of employee home addresses as well as emergency contacts.

c) Maintain secure office environment; work with corporate security on any theft incidents.

d) Interface with building security and local law enforcement to file police or theft reports.

e) Review office security system reports on a daily basis.

f) Function as after-hours contact for alarm monitoring company as well as property management.

g) Responsible for overall office safety & security.

h) Maintain secure and accurate office key assignments; minimize key distribution.

i) Implement programs to educate employees on emergency and building procedures.

j) Manage information stored in the emergency procedures manual.

k) Liaison with EHS specialist to help on educate when applicable on ergonomic needs.

l) Conduct appropriate ergonomic assessments.

m) Work with Safety on any indoor air quality complaints or work environment issues.

n) Participate in Emergency Response Team in facilities with 200+ employees.

8) Problem solving

a) Prioritize conflicting responsibilities and schedules.

b) Report problems as required.

c) Communicate as required to the necessary parties involved.

d) In the event of a facilities emergency coordinate with facilities staff and building personnel to achieve timely resolution. Notify employees and management accordingly.

e) Contribute to amending emergency procedures manual.

f) Communicate closure of an issue to one's own manager as well as a requestor.

Competencies:

1) Oracle Core Competencies:

a) Innovation

b) Planning and Organizing

c) Quality

d) Customer Focus

e) Managerial

f) Honesty & Integrity

g) Bilingual English - Spanish

2) Function Specific Competencies:

a) Experience in dealing with outside vendors, negotiating agreements and working in a sales office & shared service center environment

b) Extensive use of Excel, Word, PowerPoint as well as email, Autocad a plus

c) Good interpersonal and conflict resolution skills exercised in a reasonable, fair and consistent manner

d) Excellent problem solving skills

e) Ability to read and understand financial statements

f) Prior experience with purchase order process

g) Understanding of office procedures and property management responsibilities

h) Analytical skills; ability to create spreadsheets and provide an analysis

i) Ability to read blueprints, such as partition plans

j) Prior experience managing office moves

k) Good financial skills to manage Budgets/Forecast/Capex/Expenses

l) Willingness to wear a cellular phone to be available for after hours emergencies

m) Excellent time management skills, including the ability to respond to voicemail/email within 24 hours of receipt

n) Excellent organizational skills and follow through on task assignments

o) Ability to work independently with minimal supervision and handle multiple tasks

p) Responsiveness to customer requests/service issues

q) Development of work processes and elimination of unnecessary or redundant steps

r) Able to interact with all levels within the company, regular interaction with external customers and vendors

s) Ability to accurately complete tasks and responsibilities within specified deadlines

t) Prior experience developing and establishing office procedures

u) Ability to manage workflow and delegate tasks to support staff as appropriate

v) Provide cross training to ensure maximum support coverage and career development

w) Good understanding of corporate infrastructure and available resources

x) Maintain confidentiality of information; follow up to ensure support staff understands confidentiality requirements within department.

y) Ability to lift 55 lbs. (26 kgs)