Facilities Services Coordinator

6 days ago

San Diego, California, United States Illumina Full time
About the Role

We are seeking a highly skilled and experienced Facilities Services Supervisor to join our team at Illumina. As a key member of our facilities team, you will play a critical role in ensuring the smooth operation of our facilities and providing exceptional support to our employees.

Key Responsibilities
  • Supervise and Guide the Facilities Team
    • Oversee the performance of the facilities team, ensuring that business and customer needs are met.
    • Evaluate daily priorities for the team and ServiceNow internal requests.
  • Manage Facilities Operations
    • Support oversight of furniture and move vendors, plan and schedule related activities in collaboration with customers, the MAC team, and other functional partners.
    • Manage onsite and offsite furniture inventory, budget, and forecast for repairs and end-of-life replacement, and address warranty issues as needed.
  • Deliver Strategic Plans
    • Deliver actionable plans after assessing the feasibility, cost-effectiveness, and other dimensions of business space requirements, such as seating, meeting rooms, functional areas, and other spaces.
  • Oversee IMAYL Database
    • Oversee the IMAYL database to ensure updates and troubleshoot issues with vendors.
  • Provide Physical Support
    • Provide physical support to the team with moves, package deliveries, pick-ups, and other mail service duties as needed.
  • Identify and Resolve Issues
    • Identify potential blockers in daily workflows, systems, and other scenarios; recommend, lead, and support process improvement initiatives in facilities and in collaboration with other groups.
  • Ensure Compliance and Quality
    • Ensure Work Instructions (WI), SOPs, and department Playbooks are updated regularly.
    • Provide metrics and execute analysis used for decision-making by upper management.
  • Manage Budget and Expenses
    • Oversee budget and expense management for the direct team, including procurement, approval of invoices, and tracking budget performance.
  • Build and Maintain Relationships
    • Monitor and cultivate vendor/supplier relationships to ensure that they are efficiently and effectively providing needed goods and services within budget.
  • Ensure a Safe and Healthy Work Environment
    • Ensure managed spaces are cleaned, organized, and safe.
  • Stay Informed and Up-to-Date
    • Stay updated on global/regional policies, regulations, and business/market environments; communicate and collaborate closely with partner teams and stakeholders as applicable.
  • Develop and Lead the Team
    • In collaboration with Human Resources, oversee and direct all performance management, training, development, and job descriptions for department personnel.
Requirements
  • Education and Experience
    • Bachelor's degree in Business Administration, Facilities Management, or related business fields or relevant experience.
    • Must have 5 years of relevant experience, strategic to Facilities Services, preferably with a background in MAC.
  • Skills and Qualifications
    • Excellent communication, interpersonal, and conflict resolution skills.
    • In-depth knowledge of Archibus Web Central (Integrated Workplace Management System), Service NOW, and IMAYL or related systems is a plus.
    • Working knowledge of Steelcase and Herman Miller furniture systems is a plus.
    • Demonstrated ability to convene and lead meetings to disseminate information and gather and verify data.
    • Strong organizational skills. Skill at organizing the team's work and priorities.
    • Ability to multitask under pressure, in a fast-paced environment with changing priorities and deadlines.
    • Proficient in the use of Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint, Access).
    • Must have the ability to prepare and deliver effective presentations.
    • Ability to analyze and resolve problems independently.
    • Able to stand/walk for long periods of time and lift/move items up to 50lbs.
    • Valid Driver's license with a clean record.

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