Corporate Facilities Specialist

VyStar Credit Union•Jacksonville, FL

1d•Onsite

About The Position

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.

Requirements

A minimum of four years of experience in a high paced professional office environment is required.
Proficiency with Microsoft Office programs including Excel, Word, and Outlook.
A minimum of one year of practical experience in administrative file/document management is required.
A minimum of one year of experience in working with facilities or property management.
A high level of interpersonal skills and social sensitivity is required.
The candidate encounters employees, tenants, and community organization on all levels of seniority.
The candidate is a resource to the organization and must be an effective listener and communicator.
The candidate must set the example in attitude, behavior, and work ethic.
Understand all safety and compliance laws
Detail-oriented, well-organized, and able to work both on a team and independently.
Must be able to manage multiple tasks and appropriately set priorities.
Must be able to perform a variety of complex tasks in a timely and efficient manner.
Job requirements include a high level of problem-solving skills and exceptional verbal and written skills.
Must have the ability to prioritize and manage interruptions while maintaining patience and the necessary level of focus to avoid mistakes.
Typing skills are required at a minimum speed of 45 words per minute.

Nice To Haves

Associates degree in business or related discipline is preferred.
BOMI or IFMA certifications a plus
Experience with database programs is preferred.

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 serves as the lead subject expert of the program.
Support Parking Management with assignments, questions, and data entry within the Lenel Security System.
Manage the gym equipment maintenance, track fitness center waivers, and maintain vendor relationship.
Monitor and respond to four Corporate Real Estate e-mail inboxes.
Assist on obtaining budgetary numbers and assist with the yearly budget process.
Must work well under pressure in a demanding environment.
Ability to research and navigate internal and external resources to obtain required information for job completion including workorders, invoices, GL information, and the ability to successfully manage any vendor follow-up if required.
Assist with campus event coordination as needed.
Monitor, respond, and update requests in Service Channel.
All employees and business units, as first line of defense, are expected to proactively help identify, assess, manage, and report risks within their domain of work. To enhance a healthy risk culture and support our growth for good pillar, employees will maintain vigilance in safeguarding our operations while ensuring compliance with regulatory mandates. The Risk team serves as the second line of defense by providing risk oversight and credible challenge whereas the Audit team serves as the third line of defense by providing risk assurance.
Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job: Focus - Focus your full attention by carefully listening to and observing client or member. Connect - Consistently be friendly and approachable. Demonstrate your care. Understand - Listen empathetically and ask questions (70%/30% rule). Counsel - Recommend solutions based on your member’s needs and objectives. Advance - Ensure that member’s expectations were exceeded. Verify necessary follow-up actions.