Sr. Manager, Facilities

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Position Summary:

The Sr. Facilities Manager will report to the Executive Director, Global Real Estate. The Sr. Manager will rely on extensive experience and judgment to manage and direct the Facilities Team and act as the interface with the Landlord and Property Management Team at the Irvine HQ. They will also support Facilities projects as needed for other sites.  This will include Service Provider Negotiations, Contracting and Administration, Project Management and Relationship Management, Preventative Maintenance Management (Plumbing, Electrical, HVAC, Fire Life Safety, etc.), and ESG Goals support.

The role:

Service Provider Contracting and Administration

• Manages day-to-day Facilities operations. Anticipate, manage, document and report on all facilities preventative and predictive maintenance programs, including scope of work, specifications, SLA’s, management of vendors, and quality assessments.
• Responsible for purchasing and processing of all invoices for all office furniture, chairs, file cabinets; locks and keys control; mail room machines; maintain copier leases and service contracts. Obtain quotes; track service, approve payment of all supplies, leased equipment; select carpets, paints, shades, artwork, framing; oversee all janitorial and plant services and air conditioning service contract.
• Perform site inspections to identify enhancement and renovation projects, provide facility audit, and inspect quality of vendor-performed service and project work.
• Develop, monitor and report for capital and operating expense budget forecasting and monthly accrual projections / status.
• Development of metrics/KPI’s and timely follow through and comprehensive reporting on milestones, metrics and activities.
• Stay informed on the lease terms for the campus facility ensuring compliance to terms.
• Assist with managing work assignments and overseeing the programs in progress under maintenance and the mailroom. Find ways to reduce facility operating costs.
• Introduce and document procedures for process improvement into the campus operation to the objective of cost savings or avoidance (e.g., limiting MACs)
• Works with Purchasing and other sites to reduce cost and negotiate optimal low risk terms of Master Service Agreements.
• Works with providers and landlord to identify and implement process improvements and system/equipment efficiency opportunities.
• Responsible for key vendor relationships and management.

Program Management

• Support and/or lead space planning and fit-out projects. Collaborate to Implement facility standards such as cubicle size and office outfitting; set up fixed asset program, and manage leased equipment purchases as needed and approved.
• Manage all facilities group capital rollout RFP’s, including project plan, site meetings, scope of work, specifications, SLA’s, etc. Works with the team to develop a systematic project management methodology for initiating, planning, implementing, and completing capital projects.
• Work with space planners and construction workers, forecast labor hours and labor costs; predict facilities supplies usage and costs. Ensure a smooth move whether one cubical or an entire facility; make the employee happy and efficient.
• Manage the Facilities Ticketing Management Process and Technology Tool.
• Timely follow through and comprehensive reporting on initiatives, KPI’s, milestones and other activities.
• Support business continuity by proactively planning for and responding to catastrophic events (e.g. hurricanes, floods, ice storms, tornados, earthquakes, etc.) as well as localized emergencies (e.g., fire, break ins, HVAC or power failure, water intrusion, etc.).  Develop and implement the process to identify priorities in response to catastrophic events, and communicates same to the campus, in coordination with HR and Business Unit heads.
• Proactively performs site assessments to identify any opportunities to reduce potential hazards which may impact personnel health and/or the environm