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Facilities Analyst
2 months ago
We are looking for a Facility Analyst who can assist with building a thriving community while delivering impactful business experiences for our client’s dynamic headquarters in Mission Rock, San Francisco.
JOB DESCRIPTION
The Facility Analyst is responsible for administration and coordination of work assignments for the facility organization. This includes administrative tasks, Space Management, Work Order Management, Inventory Control/Ordering, and Event planning and support. The position represents and reports to our Client Site Facilities Organization and will interface/support all facility functions: building engineering, mail services, culinary and break room services, custodial services, move services, and furniture services. This position is required to work with all our Client’s Security systems, Procurement/financial systems, Facility CMMS and Space Management systems. Additionally, this position will require you to interface and negotiate with all our client’s local administration in coordinating work activities. At times this position will be required to perform as virtual backup for other Client Facility Coordinators who may be on PTO or have extreme workload issues that need support. This position will interface with all levels of our client’s local management, vendor services, building property managers and local security officials.
Essential Functions
- General Administrative responsibilities:
- Will be identified as our client’s site facility customer contact person
- Will daily, work through the Facility CMMS system, receive, input, assign, track or perform service work order request tickets.
- Coordinate the closure of open work order requests, ensuring work is completed and customer has been satisfied.
- Monitors and coordinates to ensure all client Service Level agreements are maintained.
- Responsible for providing accurate and timely monthly, quarterly and annual reports. Reports may include any metric/benchmark reports, Work order accomplishment reports, Vendor service level agreement, access, training and governance reports as identified, BPO contractor staffing reports, and any new reports as required for our client.
- Aide in the creation and implementation of maintenance contracts, making sure services are performed at the contracted time, term and conditions
- Ensures Security/Safety processes are implemented in accordance with clients’ internal standards and procedures and identify and implement any new directives as needed to support our client’s local office.
- Aide client management with the development of the annual budget and keep to the budget for all expenditures
- Enter client vendor Certificates of Insurance into landlord’s portal, validate all vendors coming onsite have COIs on file and follow building rules and regulations.
- Make recommendations for process improvements or changes to how the client department operates.
- This position will support any client identified site wide communications required in performing building maintenance or move activities.
- Coordinate/Provide any client Vendor Security Access requirements as required.
- Other duties include support of client’s Key Controls, Policies and Procedures (Chapter 8), the Site Emergency Response Program (SERP), the Emergency Response Team (ERT), and the First Aid and AED programs
- Serves as liaison with local building management and security officials for safety and security related issues and building related concerns.
- Escalates to client Facility operations management any issues or problems as appropriate.
- Any other assignments as identified by client or Camelot.
Space Management and Moves Adds Changes (MAC):
- This position will be required to maintain the client space management database, (Nuvolo) providing all furniture and construction changes to the floorplan Administrator. This site employs a free address system. Space planning duties limited to verifying client onboards are assigned the correct neighborhood, moves to other locations are requested correctly, and monitoring ratio of neighborhood assignments to existing seat counts.
- Monthly ensure and confirm Nuvolo spaces utilization reports are accurate.
- Conduct and coordinate the client’s site Staffing Demand Planning Report. Responsible for coordinating with client’s site business unit leaders to maintain current and future Work Force Plans. This includes the responsibility to work with clients site Facilities Manager to develop campus stacking plans and coordinate any campus re-stacks that are required.
- In the event of a major space restacking effort support and track all activities of the project.
- Responsible for maintaining the appropriate level of furniture inventory to support changes as they are required or requested from client employees. This includes referrals to the appropriate department to follow the ergonomic process for the responsible site and order and track ergonomic furniture as recommended. Manage all ancillary furniture, including a process to ensure chairs are where they belong. Places orders for any replacement or repair of all furniture.
Work Order Management:
- Coordination between client facility organizations, service providers and customers is a key role for this position. Includes initiating, planning/detailing, organizing and ordering parts for all work request/assignments and assigning to the appropriate groups/person for implementation.
- Oversees and coordinates all maintenance services such as: janitorial, specialty cleaning, pest control, paint, plant services, and interior maintenance. Escalates to property management via designated work request system as required.
- This position will help in monitoring the adherence to maintenance program schedules, policies and procedures.
- Responsible for maintaining our clients Facility related material inventory. Working with client Site Management, Establish, Monitor and Maintain all critical facility inventory parts. Implement and maintain a just in time inventory process for non-critical parts
- When schedules are delayed communicate with all involved and ensure the delay is not business critical.
QUALIFICATIONS
§ Basic Qualifications
- Must have a High School diploma or equivalent.
- 2 years of work experience with a Bachelor’s Degree or an Advanced Degree (e.g. Masters, MBA, JD, MD, or PhD) in Facility Management or similar field
- Experience with Space Management, MAC, and Maintenance work orders.
- Excellent work, collaborate and communications skills with both internal and external clients
- Organizational skills
- Strong customer service and personal interaction skills
- Microsoft Office product knowledge (Outlook, Word, Excel)
- Can handle multiple activities at once and requires limited supervision.
§ Preferred Qualifications
- 4 or more years of work experience
- Bilingual, English/Spanish a plus
- Understand and follow client facilities processes in a leased or owned office facility
- Experience with Facility CMMS and ACAD systems
- Assist client management with gathering appropriate information to develop consensus – decision making
- A basic understanding of risk assessment and mitigation strategies
- IFMA Facilities Management Professional Certifications a plus
ADDITIONAL INFORMATION
§ Physical Requirements
This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers, and reach with hands and arms.
Company DescriptionCamelot Services, Inc. incorporated in 2000 for the purpose of providing high quality, professional, property and facilities management to clients who want customized, cost-effective service. Headquartered in Plano, TX, Camelot has representation across the nation and has provided consultation services on an International level.Camelot Services, Inc. is an equal employment opportunity employer and considers qualified applicants for employment without regard to race, gender, age, color, religion, national origin, marital status, disability, sexual orientation, protected military/veteran status, or any other protected factor.Company DescriptionCamelot Services, Inc. incorporated in 2000 for the purpose of providing high quality, professional, property and facilities management to clients who want customized, cost-effective service. Headquartered in Plano, TX, Camelot has representation across the nation and has provided consultation services on an International level.\r
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Camelot Services, Inc. is an equal employment opportunity employer and considers qualified applicants for employment without regard to race, gender, age, color, religion, national origin, marital status, disability, sexual orientation, protected military/veteran status, or any other protected factor.
