Facilities Operations Manager

1 week ago

Seattle, Washington, United States Pacific Program Management Full time
Job Overview

Company

Pacific Program Management (PPM) specializes in delivering strategic leadership and management oversight for workspace solutions, space development, and transitions tailored for clients across the U.S. and internationally.

As a rapidly expanding project and program management firm in the real estate sector, PPM empowers organizations to rethink their work environments, unlocking the potential of their workforce through a personalized, resourceful, and interconnected approach. Our commitment to a people-centric philosophy drives us to design, implement, and operationalize customized workplace strategies that align with our clients' business objectives. Through our integrated service offerings in Work Space Consulting, Capital Project Management, and Transition and Relocation Management, we instill confidence in our clients, allowing them to concentrate on their core competencies.

At PPM, our people are central to our mission. We are dedicated to fostering diverse teams that excel in dynamic, collaborative, and enjoyable settings. Each team member plays a vital role in shaping our collective success and that of our clients and partners. Diversity at PPM means reflecting the communities we serve, with a team enriched by varied backgrounds, experiences, and perspectives. Our culture is built on the principles of Service, Trust, Integrity, Honesty & Leadership, and we strive to balance care with accountability.

We are equally committed to our communities and to one another. Our pledge to donate 1% of all revenue to non-profit organizations serving our operational areas underscores our dedication to philanthropy and volunteerism. We believe that the journey of reimagining the potential of individuals begins with our own transformation.

Key Company Highlights

  • Established in 2009 to deliver value-driven outcomes and exceptional service to our Partners (Clients) and People through personalized relationships.
  • Our diverse workforce of over 150 individuals enables us to build trust with a wide array of Clients and Communities.
  • Our Vision is to be the preferred Partner wherever we can provide high-quality outcomes and experiences while ensuring sustainable growth.
  • Our Mission focuses on continuous improvement for our people, partners, and communities, guiding them toward excellence.
  • Our core values at PPM include: Service, Trust, Integrity, Honesty, & Leadership.
  • Our decision-making processes prioritize our People and Partners (Clients), followed by PPM Performance.

We believe in cultivating exceptional teams that flourish in a collaborative and inclusive atmosphere. Our entrepreneurial and scalable approach ensures the highest standards of quality and professionalism, balancing care with accountability.

Position Summary

The Workplace Manager I role is responsible for overseeing space occupancy planning and data management, managing small move projects (including individual transfers and leaves), and serving as a client-facing representative for the Global Real Estate and Facility Management team, specifically within the Workplace Management sector. A successful candidate will possess strong communication skills to engage effectively with all project stakeholders, including key stakeholders, internal customers, team members, and vendor partners, while leading a project team toward shared objectives. This position demands exceptional customer service, teamwork, and meticulous attention to detail to ensure client satisfaction, along with the ability to navigate conflicts while maintaining professionalism and focus on project goals.

Key Responsibilities

  • Maintain a comprehensive database of project floor plans, space assignments, occupancy, vacancy, and utilization data for designated sites.
  • Conduct regular audits of existing spaces to identify changes in architecture, furniture, fixtures, and signage.
  • Develop, prepare, and distribute periodic and requested reports for specific business units.
  • Foster strong multi-level customer relationships and address space requirements.
  • Meet all service level agreement (SLA) requirements by providing timely correspondence, updates, and resolutions for client needs through a ticketing system.
  • Assist with the client's onboarding process, including badge access, security clearance, parking, and seating assignments.
  • Support Launch and Move teams by supplying accurate space floor plans and assignment data as needed.
  • Assist the Move team with planning and executing move projects.
  • Coordinate individual moves for up to 10 personnel.
  • Update seating assignments for new hires, transfers, and terminations, distributing information to clients and strategic planning teams as requested.
  • Manage multiple audit projects and team priorities concurrently from inception to completion.
  • Provide prompt and measurable responses to client inquiries, work requests, and concerns.
  • Lead a project team of key stakeholders (including vendor partners and clients) to achieve project milestones and deliverables.
  • Interpret and understand project documents, including floor plan drawings, allocation plans, and space data management reports.
  • Analyze and summarize space occupancy data clearly and concisely.
  • Develop vendor relationships and gain knowledge of their services and processes.
  • Educate key stakeholders on the features and utilization of the client's space management platform.
  • Maintain accurate seating and headcount data within the client's space management platform.
  • Develop and sustain precise project documentation and files.
  • Facilitate project meetings with space occupancy planners and key stakeholders.
  • Document project risks and issues, escalating as necessary.
  • Engage in process improvement initiatives.

Qualifications

  • Bachelor's degree (BA/BS/BEng/BArch) preferred.
  • 3-5 years of relevant experience required.
  • Prior experience in space occupancy or data management is preferred.
  • Familiarity with Computer-Aided Facility Management (CAFM) systems is advantageous.
  • Proficiency in MS Office Suite, MS Project, MS Visio, and other data management software is essential.
  • Ability to communicate effectively at various levels and build consensus for decision-making.
  • Capability to review design plans and documents for accuracy.
  • Maintain a courteous and professional demeanor while working in a team environment.
  • This role requires daily communication with direct managers, regional teams, clients, and account vendor team members, necessitating accurate information exchange.

Physical Requirements

  • Must be able to navigate within and between client buildings for more than 50% of the day.
  • The individual in this role should be able to occasionally lift up to 25 pounds.

EEOC Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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