Facilities Supervisor

4 weeks ago

White Plains, United States Atlantic Group - New York Full time
Job DescriptionJob Description

The Atlantic Group has partnered with an international beverage organization in the White Plains, NY area. They have an immediate need for a Facilities Supervisor to join their team.

 

Title: Facilities Supervisor

Location: White Plains, NY

About the Role: Supervise the facility and mailroom services of the company’s head office in White Plains, NY. This role is expected to work onsite 9am–5pm Monday through Friday but may be asked to plan, manage and support other professional or emergency events.

Benefits: Medical/Dental/Vision + Matching 401k Plan. Vacation – 20 Days Paid Vacation & Unlimited Wellness Days. $200 Monthly Beverage Allowance

 

Key Responsibilities:

Mail Room

• Receives, sorts, delivers, picks up and processes courier items, interoffice mail, and all classes of United States Postal Services (USPS) mail.

• Verifies and keeps records on incoming and outgoing shipments and prepares items for shipment.

• Tracks courier and accountable items (FedEx, UPS, Certified Mail, etc.) to ensure proper delivery and receipt.

• Properly package, mark, label & process all Non-Hazardous and Hazardous materials by using courier specific software (FedEx, UPS, DHL, etc.).

• Research and routes unidentified and generic mail.

• Coordinates, stages, and transports bulk mail items with support of functional business lead.

• Receives, logs, delivers and tracks messenger items.

• Follows established customer inquiry processes and responds to customer needs and requests.

• Performs other duties as assigned.

Office Maintenance, Supplies and Invoicing

• Support daily operation of the mixed-use HQ office, serving a variety of spaces, including administrative offices, studios, bar and kitchen spaces and active workspaces (conference rooms, etc.).

• Administer all daily administrative office supervision including management of ad-hoc event operations, tracking inventory, ordering, and distributing supplies, and communicating with vendors.

• Manage internal communications, alongside People Team, to develop messaging that would be distributed to employees related to facilities and safety matters as needed.

• Work with building/property management, Executive Administrators, and other teammates to ensure proper coordination for projects scheduled around construction, events, etc. and ensure work impacts are appropriately communicated.

• Request, oversee and coordinate all maintenance activities (through building management or third party).

• Maintain medical boxes across all of the office spaces, certify all AED supplies are up to date, and outline all service cycles with emergency and safety personnel.

• Assist in the development of maintenance and inspection programs for operational equipment and schedules, including fire safety inspections.

• Utilize company invoicing system to process bills and payments.

• Assist with any office services related to relocations or seating configuration as needed.

Kitchen/Pantry/Bar

• Inspect, plan, and ensure that all materials and equipment are in complete readiness for service; rectify deficiencies with replenishment orders or respective personnel/vendors (coffee, cups, lids, soda, tea, utensils, etc.)

o Maintain 3 different coffee machines (Starbucks, Nespresso, Keurig); troubleshoot and manage repairs with vendor (Corporate Coffee).

o Ensure milk deliveries are fresh, remove and discard expired items.

• Manage, coordinate, and receive product delivery to store and distribute in office from vendors. Note: heavy lifting of cases of product (60-80lbs) as well as use of hand-trucks to transport is required (100+lbs).

• Weekly re-stock of bar and refrigerators from storage room into bar refrigerators; and daily rotation of product in bar to monitor for expirations.

• Maintain kegs, removal, replenishment, and maintenance with external vendors.

Copy Machines

• Maintain external vendor (Canon) relationship to ensure proper equipment functionality and overall account supervision, including contact and renewal for all U.S. office locations.

• Weekly maintenance of machines and supplies including replenishment of paper at all copy stations in HQ office.

Office Events & Conference Rooms

• Administer staging and setup of larger conference rooms, including equipment configuration (non-A/V) and retractable walls in two conference rooms.

• Assist Executive Administrators and other teammates with in-house events such as company lunches, happy hours, team meetings; which includes lifting and breakdown of folding tables, beverages, etc. Note: heavy lifting of supplies or product (30-50lbs) as well as use of hand-trucks to transport is required.

On/Off Boarding of Employees

• Manage all creation, programming, reporting and deactivation of security badges for employees in partnership with Linear technology software.

• Oversee and maintain all of the company’s parking eligibility with building/property management.

• Maintain seating charts and support desk configuration for all joiners, movers and leavers.

 

Basic Qualifications/Requirements:

• 5-10 years of Project Management or Office Management experience

• Knowledge of state and federal labor and safety laws

• Proficient computer and analytical skills, including Excel and Outlook

• Ability to multi-task and prioritize, as needed

• Bachelor’s degree preferred

• Strong interpersonal and organizational skills required as well as the ability to conduct a high level of professionalism when dealing with complex issues or problems.

 

Note: Qualified candidates will be contacted within 3 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion

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