The Facilities & Maintenance Supervisor performs skilled work in the physical operation, maintenance, repair and general upkeep of the Home Office suite. This position is responsible for the day-to-day implementation and supervision of those policies, procedures and programs that will assure a well-managed Office Services team. These responsibilities are either personally performed by the supervisor, or at the direction of the supervisor, performed by members of the Office Services team, with emphasis placed on timely response to the needs of the employees. This position makes certain that all the necessary facilities, equipment, and services that support the productivity and success of the organization are provided and maintained in a consistent, efficient, and courteous manner. Customer service and attention to detail are critical skills to ensure the satisfaction of our employees. The execution of these duties requires consistent focus on the fiscal responsibility to the budget to ensure that effective cost management and savings are achieved. This position reports directly to the Sr. Director of Learning and Development and supervises the Office Services team.
AVERAGE % OF TIME
Facilities Operations –
Organize and prioritize service requests and general maintenance tasks. Complete assigned requests and repairs consistent with company standards in a timely manner.
Ensure vacant cubes and furniture are occupancy-ready in a timely manner.
Manage vendor work appropriately.
Conduct daily walking rounds and maintain an inventory of supplies and tools sufficient for providing the appropriate level of service.
Inspect all common areas ona daily basis to identify maintenance needs.
Proactively schedule and coordinate Preventative Maintenance (PM) needs through vendors.
Collect and remove trash and debris from common areas including conference rooms, kitchens, etc. in maintain a clean and orderly environment.
Maintain strong customer service standards. Respond to requests and work with employees to minimize/resolve problems and complaints. Follow through to ensure issues are resolved.
Maintain an injury free safety culture by following all policies and procedures and reporting any unsafe behavior or conditions including nonfunctioning equipment
Responsible for supervising the alteration of office areas, including construction of interior partitions, reconfiguration of furniture and office equipment as needed; Maintaining, troubleshooting and repair of appliances, fixtures, and other office equipment; troubleshooting and fulfill install/repair requests
to limit the need to hire outside contractors; Acts as liaison with the landlord’s property management personnel; Conducts regular property inspections with the landlord’s property manager; Responsible for completion of any other tasks or duties which may be assigned as necessary to facilitate the safe and efficient functioning of the office facility. Responsible for efficient preservation and maintenance of the Home Office.
People Supervision – Responsible for all aspects of Office Services for the corporate office, including the supervision of the Office Services staff; Assist and coordinate work procedures, prepare work schedules and workflow; Issue written and oral instructions to staff, maintains harmony among workers and resolves grievances; Document and update department policies and procedures; Ensure team is in compliance with policy and procedures; Assists in recruitment and training of team members; Provides performance feedback, guidance and assists in the development of team; Effectively communicates with staff, employees, guests, vendors and management; Responsible for the direction, coordination and performance of the Office Services team.
Financial Responsibilities – Issues appropriate purchase requisitions and assists in negotiating contracts for office equipment and related equipment maintenance; Reviews and processes all invoices for office supplies, services and contracted expenses; Preparation and calculation of expense allocations for telephones, copiers and supplies; Administration of vendor contracts for Office Services department, including review and inspection of vendor performance and compliance with contracts; Assists in the preparation and management of annual Office Services budget and monthly financial variance report; Maintains appropriate hard files for all applicable equipment, services, and agreements in a consistent, organized, and efficient manner and maintains key inventory.
Other Responsibilities – Supervises mail room organization and activities, including shipping and receiving; Ensures mail pick-up form Post Office on daily basis; Responsible for timely and satisfactory completion of all office service requests; Oversees “new employee” training on office equipment and security procedures; Responsible for emergency procedures; Available for emergency on-call duties, if necessary; Participates in special events at Home office as assigned.
Upholding Standards - Performs additional duties and handles projects as assigned by the Director of Learning & Development and the VP of HR; Achieves regular attendance in conformity with standards; Complies fully with all Prometheus Real Estate Group rules and regulations for the safe and effective operation of the Prometheus Real Estate Group’s facilities; Additional tasks as may be assigned from time to time; Occasional travel will be required based upon the office’s needs.
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
High school diploma or general education degree (GED) is required. inimum of three years of related work experience in residential or commercial development and/or property management experience.
Prometheus is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other status protected under federal, state or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.