Facilities Admin

MSR-FSR•Santa Clara, CA

About The Position

JOB TITLE: Facilities Admin DUTIES AND RESPONSIBILITIES: Responsibilities: · Create, standardize, and manage document control processes for GLSS · Created all-in-one Project Tracking Log · Assign projects to GLSS Construction Managers according to workload and skills · Create RFQs · Manage RFQ response (Gather proposals, review bids, and generate budgets) · Track project activities to ensure all project phases are documented appropriately (Input data for GLSS projects and KPIs, and any associated maintenance) · Enter purchase requisition data and track purchase orders · Track expenses to ensure approved budgets are met · Contact vendors to resolve shipping and ordering issues, purchase order issues, etc. · Help manage and maintain inventory minimum counts, orders, and inventory add-ins for GLSS construction team · Assist in managing GLSS matrices get approved in a timely manner · Keep track of CM cost for approved budgets. · Assist in reviewing GLSS CM timesheets and FSR chargebacks · Sign-off on and close projects upon completion (bi-weekly meeting with CM group) · Perform document control by filing master copies of signed documents, designs, etc. (File closure/ test packages for CM) · Support CM and Construction Technician training · Able to create Shopping carts using SAP · Perform quarterly accruals – to ensure all PO’s are being invoiced in a timely manner · Provide FSR schedules and updates to GLSS CMs · Manage GLSS Category 1 projects: · Request quote from design team to verify that project is Category 1 · Verify that GLSS matrix is completed in timely manner and approved · Schedule project programming and transfer for the FSR · Obtain NFPA labels and approval from safety once project is completed in order to close the FSR · Create binder with all appropriate documents for FSR closure · Construction Manager for all GLSS only scope FSR’s; Install/remove minor facilities · Install/remove minor facilities (electrical, mechanical, gas lines) · Detailed coordination of tool installation and construction projects: · Request quote from design team and fund them · Obtain construction bids from approved suppliers and Develop budget · Develop appropriate purchase requisitions · Coordinate construction activities · Create project plans and other documentation for all work performed: · Monitor project progress and timelines – weekly meetings · Monitor project progress and timelines · Update and monitor plan, as needed · Ensure that Chemical Authorization Forms are completed and filed with project documents · Create binder with all appropriate documents for FSR closure · Prepare and track project budgets: · Obtain multiple bids, as required · Create budget for company awarded bid · Track bid against invoices · Coverage for project specialist (MDC) on as needed basis · Supporting new campuses – B75/B92/B93 (create additional quotes and track additional PO’s) · Train processes for new building – created new tracker for B75 BPO’s and train MDC to track · Additional parts tracking due to new shipping delays & issues · Track all FSR schedules during RFQ phase. And assist CM’s with receiving updated schedules for projects · Track that GLSS CM’s send projects to programmer · Perform other duties as needed for client. · Other responsibilities as assigned by employer and/or client. Requirements: · BS in Business Management, and 10+ years of experience · Experience interfacing with members of various departments · Excellent organizational and interpersonal skills · Excellent written and verbal communication skills · Basic to intermediate computer skills including MS Word, MS Excel · Attention to detail. COMPETENCIES: · Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. · Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. · Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. · Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. · Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. · Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. PHYSICAL DEMANDS AND WORK ENVIRONMENT: · Occasionally (less than 1/3 of the job) · Frequently (1/3 to 2/3 of the job) · Continually (more than 2/3 of the job) Frequently required to stand. Frequently required to walk. Frequently required to sit. Frequently required to utilize hand and finger dexterity. Occasionally required to climb, balance, bend, stoop, kneel or crawl. Continually required to talk or hear. Occasionally work near moving mechanical parts Occasionally work in high, precarious places Occasionally work around fumes, airborne particles, or toxic chemicals While performing the duties of this job, the noise level in the work environment is usually moderate. The employee must occasionally lift and /or move more than 30 pounds. Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception and ability to adjust focus. Must be able to wear personal protective equipment, including protective eye wear, a hard hat, lab coat, gloves, steel-toed shoes, hearing protection, and respirators. Must be able to safely access and traverse indoor and outdoor obstacles for site inspections, including climbing ladders, walking on stairs, catwalks, and other types of uneven surfaces where activity inspections are needed. Health Care Plan (Medical, Dental & Vision) 401K Life Insurance Disability Insurance Paid Time Off Training & Development

Requirements

BS in Business Management, and 10+ years of experience
Experience interfacing with members of various departments
Excellent organizational and interpersonal skills
Excellent written and verbal communication skills
Basic to intermediate computer skills including MS Word, MS Excel
Attention to detail.

Responsibilities

Create, standardize, and manage document control processes for GLSS
Created all-in-one Project Tracking Log
Assign projects to GLSS Construction Managers according to workload and skills
Create RFQs
Manage RFQ response (Gather proposals, review bids, and generate budgets)
Track project activities to ensure all project phases are documented appropriately (Input data for GLSS projects and KPIs, and any associated maintenance)
Enter purchase requisition data and track purchase orders
Track expenses to ensure approved budgets are met
Contact vendors to resolve shipping and ordering issues, purchase order issues, etc.
Help manage and maintain inventory minimum counts, orders, and inventory add-ins for GLSS construction team
Assist in managing GLSS matrices get approved in a timely manner
Keep track of CM cost for approved budgets.
Assist in reviewing GLSS CM timesheets and FSR chargebacks
Sign-off on and close projects upon completion (bi-weekly meeting with CM group)
Perform document control by filing master copies of signed documents, designs, etc. (File closure/ test packages for CM)
Support CM and Construction Technician training
Able to create Shopping carts using SAP
Perform quarterly accruals – to ensure all PO’s are being invoiced in a timely manner
Provide FSR schedules and updates to GLSS CMs
Manage GLSS Category 1 projects:
Request quote from design team to verify that project is Category 1
Verify that GLSS matrix is completed in timely manner and approved
Schedule project programming and transfer for the FSR
Obtain NFPA labels and approval from safety once project is completed in order to close the FSR
Create binder with all appropriate documents for FSR closure
Construction Manager for all GLSS only scope FSR’s; Install/remove minor facilities
Install/remove minor facilities (electrical, mechanical, gas lines)
Detailed coordination of tool installation and construction projects:
Request quote from design team and fund them
Obtain construction bids from approved suppliers and Develop budget
Develop appropriate purchase requisitions
Coordinate construction activities
Create project plans and other documentation for all work performed:
Monitor project progress and timelines – weekly meetings
Monitor project progress and timelines
Update and monitor plan, as needed
Ensure that Chemical Authorization Forms are completed and filed with project documents
Create binder with all appropriate documents for FSR closure
Prepare and track project budgets:
Obtain multiple bids, as required
Create budget for company awarded bid
Track bid against invoices
Coverage for project specialist (MDC) on as needed basis
Supporting new campuses – B75/B92/B93 (create additional quotes and track additional PO’s)
Train processes for new building – created new tracker for B75 BPO’s and train MDC to track
Additional parts tracking due to new shipping delays & issues
Track all FSR schedules during RFQ phase. And assist CM’s with receiving updated schedules for projects
Track that GLSS CM’s send projects to programmer
Perform other duties as needed for client.
Other responsibilities as assigned by employer and/or client.