Corporate Facilities Specialist

At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees.  Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Corporate Facilities Specialist

ACCOUNTABILITY STATEMENT

The incumbent is responsible for supporting the department with facilities administration over various products, services and/or equipment for all VyStar corporate locations. The focus area includes facilities maintenance, facilities operations, construction, and building services. The incumbent will assist with oversight and communication from vendors and contractors in support of the department which includes maintaining records and contracts, coordinating projects, and providing scheduling support. The incumbent is responsible for receiving, dispatching, and following up on maintenance work orders, collaborating closely with business partners and vendors, soliciting quotes for services, invoice verification, and updating work order statuses. The incumbent assists with all administration efforts related to facilities maintenance, including customer service activities, acting as a point of contact for service issues; administers various programs, analyzes data, monitors operating budgets and costs, creates efficiencies, maintains all departmental records, and provides oversight of inventories for various departmental supplies. This position regularly communicates and interacts with all internal back-office support departments. The incumbent is required to possess strong interpersonal skills and the ability to interact with all levels of employees and management with high standards of professionalism.

ESSENTIAL RESPONSIBILITIES

• Completes new vendor onboarding and reviews vendor supporting documentation for accuracy and completeness including tax certifications, W9 forms, ACH Authorizations, general service agreements, service level agreements, contract addendums, certificate of insurance and other record keeping as needed.
• Works closely with the facilities and purchasing teams to place orders for various facilities-related supplies and equipment, resolving any issues with discrepancies in quality or quantity.
• Supports facility onboarding and offboarding by gathering pricing, drafting, and completing contract addendums, updating spreadsheets or databases, as well as other related documentation.
• Performs updates for pertinent vendor documentation to be adequately maintained which includes contacting vendors to request necessary information such as business licenses, communicate tax exemption status, obtain W9 documentation, and insurance information.
• Interfaces with all departments and resolves problems and issues as necessary.
• Acts as a liaison between facilities-related vendors and various departments as needed to contact service vendors and ensure all required VyStar staff is kept informed of upcoming work, including impact on operations and access requirements.
• Participates in vendor meetings, documenting updates on routine services, special projects, and other open items.
• Makes decisions and prioritizes responses in emergency situations depending on the nature of the event while placing emergency service calls as needed.
• Fulfills needs for scheduling and services as point of contact for facilities-related service calls and preventative maintenance for all departmental-managed services and equipment.
• Reviews and reconciles facilities-related invoices within the Workday platform.
• Handles issues that arise concerning outstanding invoices, including working with outside suppliers and internal managers to research and resolve discrepancies or errors on invoices.
• Manages the documentation associated with the fixed assets program regarding acquisition, transfer, or disposal of fixed assets, including equipment, and furniture.
• Maintains source documents, bid responses, and other pertinent files.
• Assists with special projects as needed with direction from the Corporate Facilities Manager, AVP of Corporate Facilities and the SVP of Corporate Real Estate & Security.
• Assists with implementation of back-office process improvements with direction from the Corporate Facilities Manager and AVP of Corporate Facilities.
• Logs all facilities-related incident reports, gathering and archiving related documentation, and providing it to the corporate insurance team to ensure prompt reporting and resolution.
• Completes weekly property inspections and coordinates necessary service needs with associated service vendors.
• Inputs and updates all space planning data into CloudGate and