• Facilities & Maintenance Supervisor (part-time)

    Location US-CA-San Mateo
    Posted Date 2 weeks ago(11/22/2019 11:44 AM)
    Job ID
    2019-4498
    Property Name
    The Home Office
    Category
    Administrative - Assistant
  • Position Purpose

     

     

     

    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.

     

     

    Essential Functions

    AVERAGE % OF TIME

     

    50%

    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.  

     

    15%   

    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.

     

    15%

    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.

     

    15%

    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.

     

    5%    

    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.

    Required Qualifications, Skills, And Experience

    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.

     

    • Minimum of one year supervisory experience. Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals and write routine reports and correspondence

     

    • Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram for

     

    • Ability to read, analyze and interpret complex documents.

     

    • Effectively present information and respond to questions from groups of managers, clients, residents, and the general public.

     

    • Must possess basic computational skills; add, subtract, divide, and multiply. Must have the ability to compute rate, discounts, interest, and commissions.  Must be able to prepare and analyze data figures and transcriptions generated by a computer

     

    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, OneSite and the Internet. Ability to type 40+ wpm.

     

    • Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations

     

    • Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form.

     

    • Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers.

     

    • Ability to focus and maintain attention to performance of tasks and to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions.

     

    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.

     

    If you'd like more information about your EEO rights as an applicant under Federal Employment Laws, please check out these FMLA, EEO, and EPPA pages.

    Cultural Requirements

    • Communicator: possesses strong communication skills and enjoys working with internal and external customers.

    • Team-Oriented: embracing our vision of home 360˚.

    • Entrepreneurial: thrives in a fast-paced, changing environment and is excited by the chance to play a large role.

    • Passionate: must be passionate about the business; have the desire to perform every day without needing external motivation.

    • Self-motivated: work with a minimum of supervision and be capable of strategically prioritizing multiple tasks in a pro-active manner.

    • Creative: must be able to see new opportunities that are not apparent to others.

    • Brand Ambassador: must be an ambassador of the Prometheus look; have the ability to create a unique Prometheus experience for all guests.

    • Principled: must be ethical; have the utmost integrity and set a positive example for others to emulate. Embraces our vision to become "Prometheus: I AM HOME."

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