Facilities Management Officer

1 month ago

Springfield, United States Health New England Full time
Job DescriptionJob Description

SUMMARY: The Facilities Management Officer (FMO) manages company-wide aspects of property management for Health New England including but not limited to repairs, maintenance warehousing and office space. Oversee the accurate, timely, and cost effective procurement of office supplies. In the absence of the Senior Office Services Assistant, The FMO acts as the resource to HNE departments for assistance with parking, security badges, and fulfillment services.

ESSENTIAL FUNCTIONS:
Facilities Management - 60%

  • Oversees office space maintenance including scheduled cleaning, office space repairs and enhancements, security arrangements, storage management, vehicle fleet, and general wear and tear, etc. Manages costs within budgetary constraints
  • Coordinates office and work station moves, including vendor activities, product installation, electrical, and data cabling requirements. Negotiates moves and space requests with managers, directors and ELT as required.
  • Supervises and plans essential services such as reception, security, maintenance, and warehousing, cleaning, shredding, recycling, furniture and office equipment disposal. Ensures that agreed work by staff or contractors has been completed satisfactorily and follows up on any deficiencies. Provides ergonomic assessments, making recommendations for changes with due consideration of ergonomic best practices
  • Responds appropriately to emergencies or urgent issues as they arise
  • Coordinates staff activities with regard to all facilities related activities including office supplies ordering, inventory management, warehouse management, Reception coverage, physical security, and safety programs. Establishes usage procedures and guidelines for staff amenities (access control, employee parking, common areas), and communicates these procedures as required and as part of staff development
  • Coordinates repairs of damaged or malfunctioning Office Services equipment. Coordinates on-site shredding. Sets up and breaks down conference rooms for meetings. Contacts building management with HVAC, lighting and plumbing problems. Assists in the moving of office furniture. Performs small carpentry tasks (hanging bulletin boards, pictures, etc.) Performs periodic inspections of building space for safety, quality. Schedules and coordinates office moves, including computer equipment moves

Manage Service Vendors - 15%

  • Manages and maintains vendor relationships and activities for various products and services including office furniture and fixtures, construction and electrical contract work, office supplies, janitorial services, parking management, building management, etc.
  • Manages furniture installations in new construction projects and renovations by obtaining bids and providing project management and supervising and coordinating the work of contractors

Purchasing and Inventory Control – 15%

  • Responds to requests for services made through the OS Request Line. Places orders for furniture, office equipment, computer-related items, office supplies and maintenance supplies. Ensures accurate, timely, and cost-effective procurement of office supplies, printed, and promotional materials inventories. Monitors and tracks inventory levels, determining appropriate storage location (on-site or warehouse). Sets proper re-order points on inventory to ensure availability but not excess inventory; advises customers on setting re-order points as necessary

Warehouse delivery and off-site responsibilities - 5%

  • Handles shipping and receiving duties on-site and at the warehouse. Follows safety regulations to maintain storage and warehouse areas in an organized, accessible manner. Coordinates periodic shredding of files at the warehouse. Coordinates deliveries to the warehouse with outside vendors. Sets up trade shows and open enrollment fairs, setting up and breaking down display booths

Back-Up other Team Members - 5%

  • Acts as back-up for reception desk, answering phones, greeting visitors, and validating parking
  • Acts a back-up for Sr Office Services Assistant tasks such as fulfillment, security badge creation

MINIMUM REQUIREMENTS:

High school diploma or equivalent with two years of relevant experience in facilities maintenance, shipping, receiving and stocking.

  • Excellent customer service, communication, organizational and problem-solving skills.
  • Technologically savvy – Highly proficient with MS Office Suite applications and virtual / on site phone systems.
  • Experience with mail processing and coordination is an asset.
  • Ability to work independently, under minimum supervision in a fast and constant changing team environment.
  • Valid driver's license is required.

WORKING CONDITIONS: Works in a standard office-based environment with long periods of data entry, sitting, viewing computer monitors and utilizing virtual communication tools. Non-transitional working hours may be required depending on the project demands for the organization, usually pre planned.

  • Frequent Lifting (2 1/2 - 5 1/2 hrs) 50+ lbs.;
  • Bending Frequently (2 1/2 - 5 1/2 hrs);
  • Pulling Frequently (2 1/2 - 5 1/2 hrs);
  • Pushing Frequently (2 1/2 - 5 1/2 hrs);
  • Reaching Frequently (2 1/2 - 5 1/2 hrs)

SUPERVISOR RESPONSIBILITIES:

Receptionist(s)

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