This position provides Workplace Services (WPS) support for all divisions and is responsible for the scheduling and coordinating daily activities, providing building and vendor management; administrator of the controlled access and security system; as well as invoice processing and expense tracking. Scheduling and coordination of furniture and equipment installation and repairs. Secondary responsibilities include participation in WPS Management initiatives.

Primary Job Functions:

• Monitor the physical premises daily for required maintenance or repair. Schedule and supervise general repair and maintenance activities with onsite service providers and building management staff to provide a comfortable and productive work environment. Monitor and coordinate internal work request system.
  
• Administer and update employee account and access and instructions for utilizing building's Visitor Registration System. Review Facility Management invoices for accuracy and prepare invoices for approval and payment. Track expenses and provide financial information to supervisor for monthly reporting and annual planning.
  
• Administer the Controlled Access System by providing authorized access and identification badges to employees and vendors for the Association's workplace. Develop and administer onsite visitor access process and work with receptionist to ensure process is followed by all employees. Monitor, review, and investigate any unauthorized access. Perform scheduled review of all security-related systems to ensure reasonable security measures are maintained for the office. Provide quarterly security access reports. Maintain, issue, and record the assignment of keys issued for office. Act as thepoint of contact regarding scheduling changes or walk-through analysis related to specific WPS projects.
  
• Monitor the Life Safety program to ensure the emergency/evacuation teams are staffed and safety information is accurate and current for Association employees. Schedules CPR /AED and other safety training for all interested employees.
  
• Source and prepare yearly maintenance and service agreements. Schedule all equipment preventative maintenance and repairs.
  
• Complete new employee checklist to ensure that new employees have appropriate access to the facilities, an ID badge, and have been assigned to a functional work area. Conduct employee orientation to Workplace Services including instruction for security access; introduction to Support Services which includes the Mail Center and the Print Shop.
  
• Responsible for maintaining and/or updating all Workplace Services procedures as required or when a process or procedure changes.
  

Education, Experience and Certification:

Education:

High School Diploma required.

Bachelors Degree preferred; BA or BS degree in Facility Management or CFM certification a plus.

Experience:

Required: Minimum 3 years of practical experience in facility or office services in a corporate environment. Experience in the delivery of customer service programs.

Certifications: None required.

Knowledge, Skills, and Abilities:

Skills

• Demonstrated knowledge of proactive customer service principles.
  
• Demonstrated knowledge of working with 3rd party maintenance and/or equipment repair vendors.
  
• Demonstrated proficiency in Microsoft software applications: Word, Excel, PowerPoint, Outlook and Access (or other relational database applications).
  
• Demonstrated math proficiency including basic accounting principles.
  
• Relationship management skills; the ability to establish and manage an effective working relationship with all staff levels in the Association as well as external support providers
  
• Written and verbal skills, and interpersonal skills; comfortable interacting with all levels within the organization and third-party service providers.
  

Financial or budget Management: No
People Management: No

Travel: up to 10%

Work Environment: Work is generally performed in an officer or remote setting.