Facilities Operations Specialist

As part of the Facilities Operations team, the Facilities Operations Specialist will be responsible for assisting the Manager, Facilities Operations, to ensure we maintain a secure and well-functioning work environment. Assist the Manager, Facilities Operations in planning and executing facility improvements – both physical and technological ensuring all Somosians have the tools to embrace our “work together anywhere” strategy.  Assist with the continuous development, configuration and improvement of facilities operations and processes through creative solutions to deliver an exceptional employee experience. 

Beyond the tactical facilities components of this job, you also have a special eye for detail and a knack for creative problem solving. You take pride in making our space both fun, creative, and functional, and know how important even the tiniest details are to making a space great. You are a self-starter, a cool-under-pressure problem-solver and never hesitate to roll up your sleeves to get the job done. 

 

Core Responsibilities & Accountabilities 

• Primary liaison for all Somos locations for facilities operations support by responding to inquiries and requests in a timely manner. 
• Manage space planning, moves and furniture allocation within Somos’ physical Hubs   
• Assist with on-boarding new employees and ensuring employee virtual space is prepared. 
• Manage external vendors (i.e. equipment, cleaning companies, security access) as needed for distinct types of services and access. 
• Manage additional facility needs/services which may include security badge access, interior renovations, inspections, purchasing, and support for team and company gatherings. 
• Manage company “Hub” reservation software/hardware systems. 
• Assist with the evaluation, selection and on-boarding of tools and technologies that enable and support Somos’ work from anywhere philosophy. 
• Lead the Environmental, Health and Safety committee, schedule meetings, prepare agenda and facilitate all meetings, including coordinating training and records retention. 
• Oversee all office equipment leasing and maintenance contracts. Support tracking of vendor contracts, equipment warranties and expenses. 
• Prepare and implement preventative maintenance schedules for all facilities and equipment in all locations, respond to maintenance “emergencies” and assist Manager, Facilities Operations in determining equipment needs for all locations. 
• Develop and maintain ongoing partnerships with building management, building engineers and service providers. 
• Pro-actively collaborate with other building partners and Somosians at all Hub locations to identify needs for repairs or facility improvements and trouble-shoot facilities related problems company-wide 
• Serve as main point of contact for internal customers planning in-person Hub events including department meetings, company events, and special board related meetings. 
• Ensure all meetings that include remote employees are planned from a “virtual first” lens. 
• On day of event execution, coordinate with HR Business Partners and Administrative team rep to ensure onsite support is provided so that event plans are in motion and correct, navigate challenges and obstacles as they arise, and jump in where needed to ensure high levels of service execution and client satisfaction. Ensure event compliance with Somos values, policies, procedures, regulations, and other requirements. 
• Prepare scaled drawing of event areas, and coordinates equipment distribution and inventory. 
• Coordinate support services, including, but not limited to, security, catering, and housekeeping, work with external vendors to secure event rentals and other needed materials.  Work with neighboring hotels to establish relationships, pricing, and SLA. 
• Collaborate with Administrative Team on logistics to ensure headcount, dietary needs, and any special services are shared with Faculties. 
• In support of the “work from anywhere strategy,” develop and oversee the schedule for cleaning and disinfecting all Somos locations and maintaining our protocols for a safe work environment 
• Order and maintain office & kitchen supplies within the approved budget.  
• Assist Manager, Facilities Operations with reviewing expenses and managing budget.  Responsible for submitting necessary expense reports. 
• Maintain RFP’s, bid information, and invoices from external parties. 
• Ensure compliance with health and safety regulations and participate in emergency preparedness planning. 
• Ambassador for Somos workplace culture and communications. 

 

Minimum Qualifications & Skills 

• 5+ years of facilities experience in an office environment  
• Understa