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Facilities Operations Manager

2 months ago

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

Company

Pacific Program Management (PPM) is dedicated to providing exceptional leadership and management for workspace strategies, development, and transitions for organizations across the U.S. and internationally.

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

Our people are the foundation of our success. We strive to cultivate diverse teams that excel in dynamic, collaborative, and enjoyable settings. Each team member plays a vital role, significantly influencing our collective success and that of our clients and partners. At PPM, diversity means assembling a team that reflects the communities we serve, encompassing varied backgrounds, experiences, and perspectives. Our teams embody our core values of Service, Trust, Integrity, Honesty & Leadership, fostering a culture that balances care with accountability.

We are equally committed to our communities and to one another. PPM pledges to donate 1% of all revenue to non-profit organizations that support the communities in which we operate, and our team actively engages in philanthropic initiatives and volunteer work. We believe that reimagining the potential of people begins with our own transformation.

Key Company Information

  • Founded in 2009 to deliver value-driven outcomes and exceptional service to our partners and team members.
  • Our diverse workforce of over 150 individuals enables us to build trust with a wide range of clients and communities.
  • Our vision is to be the preferred partner wherever we can deliver high-quality outcomes and experiences with sustainable growth.
  • Our mission focuses on continuous improvement for our people, partners, and communities, guiding them toward excellence.
  • Our core values include: Service, Trust, Integrity, Honesty, & Leadership.
  • Our decision-making process prioritizes our people and partners, followed by PPM performance.

We are committed to building effective teams that thrive in a supportive and inclusive environment. Our approach is both entrepreneurial and scalable, ensuring the highest standards of quality and professionalism while maintaining a balance of care and accountability.

Position Summary

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

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 scheduled and requested reports for specific business units.
  • Establish and maintain strong multi-level customer relationships, addressing 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 providing accurate space floor plans and assignment data as needed.
  • Facilitate coordination of individual moves, managing up to 10 headcount.
  • 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 initiation to completion.
  • Provide timely 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 analyze project documents, including floor plan drawings and space data management reports.
  • Summarize space occupancy data clearly and concisely.
  • Develop vendor relationships and understand 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.
  • Ensure accurate project documentation and project files are maintained.
  • Facilitate project meetings with space occupancy planners and key stakeholders.
  • Document project risks and issues, escalating as necessary.
  • Participate 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.
  • Capable of reviewing design plans and documents for accuracy.
  • Maintain a courteous and professional demeanor while working collaboratively 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.
  • Occasional lifting of up to 25 pounds may be required.

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.