Facilities Coordinator (On-site)

Genesys•Menlo Park, CA

12d•Onsite

About The Position

Genesys empowers organizations of all sizes to improve loyalty and business outcomes by creating the best experiences for their customers and employees. Through Genesys Cloud, the AI-powered Experience Orchestration platform, organizations can accelerate growth by delivering empathetic, personalized experiences at scale to drive customer loyalty, workforce engagement, efficiency and operational improvements. We employ more than 6,000 people across the globe who embrace empathy and cultivate collaboration to succeed. And, while we offer great benefits and perks like larger tech companies, our employees have the independence to make a larger impact on the company and take ownership of their work. Join the team and create the future of customer experience together. Genesys is seeking a Facilities Assistant for our Headquarters office in Menlo Park, CA. The Facilities Assistant will be vital to the success and energy of this innovation location supporting leading engineers in cutting edge technology. The Facilities Assistant role will primarily support the Facilities Manager to deliver a world-class office experience. The ideal candidate will be experienced in corporate hospitality, event planning, facilities management and operations assistance, physical security, and sustainable office practices. This role will support activities and issues where the approach and problems are not explicitly defined but they must determine the best solution based on company and leadership goals and expectations. The Facilities Assistant will maintain a strong focus on customer service and the employee experience by ensuring our office is correctly set up with the proper equipment, tools, and resources. This role will be based on-site five days per week in the Menlo Park office. Successful candidate will be passionate about owning hospitality experience, setting the stage for an excellent workplace experience and engaging with our top talent and customers.

Requirements

Strong planning ability, excellent self-control and judgment, and clear communication of directions.
Minimum bachelor's degree in a field related to corporate facilities management, hospitality, administration, or business and four (4) plus years of relevant experience required. Additional credentials and relevant certifications preferred.
Projects support: include planning, budgeting, contractors, minor construction oversight, reporting, compliance, and commissioning.
High proficiency in Microsoft Office suite of products including excel, word, and PowerPoint including ability to create and document budgets and project plans.
Excellent writing and communication skills.
Builds relationships and true partnerships with business partners by understanding and empathy.
Service-oriented with a strong focus on relationship development.
Detailed oriented with strong planning, organization, and ability to work and make decisions independently.
Ability to lead and direct outside vendors with professionalism; experience in working with outside contractors.
Discretion with sensitive materials and proven experience handling confidential information.
Ability to work independently and as part of a team.
This job requires frequent walking, prolonged sitting at a computer, standing, use of hands and ability to lift to 30 lbs. Clear vision including close, distant, peripheral and depth perception, as well as generally good hearing acuity are required to perform tasks effectively. Must be able to read, write and speak fluent English.

Responsibilities

Front Desk Management · Oversees the daily front desk operations. Must be willing to sit at the front desk on a daily basis. · Ensure excellence handling employees and customers inquires to provide the best experience. · Maintain site security ensuring secured doors, proper staff and visitor access and sign in procedures are followed, access badges, etc. · Keeping the front desk area well-organized and on brand.
Workspace Support · Assists with overall management of the office premises, functions and activities on site including daily building operations, staff occupancy, reception and guests and responding to facilities related work requests. · Assists with overall management and coordination of outsourced and in-house facilities functions and team members with a goal of creating a best-in-class office environment focusing on hospitality, sustainability, and service. · Maintain customer relationships with outside consultants and vendors, building property management, office supply and maintenance vendors and communicate to staff and facilities leaders as appropriate.
Hospitality · Solid knowledge and experience working with hospitality and events planning. · Assist with office communications and on-site employee engagement events with the support of others. · Monitor inventory of supplies, food and beverage including cafes’ pantries and food service and contracts, unique requirements for office related events and celebrations, inventories, and PAR level practices. Manage caterers and servers when needed. · Working with Facilities Manager, help to arrange bookings and calendars for large meetings when necessary and ensure effective audio visual, acoustic, and lighting, meeting space cleanliness, food, and beverage if required. · Support events that span departments or teams and provide direction to the process to ensure the events are completed without issues.
Facilities Accountability · Working level knowledge and skills within Facilities Management practices. · Primary contact for the desk hoteling system, locker assignments, visitor greeting and access, and parking for local office ensuring compliance with corporate policies and guidance. · Support facilities management on ad hoc tasks and projects. · Maintain office cleaning and tidiness processes including daily and periodic office cleaning using green cleaning materials and practices, kitchen and pantry equipment and dishware, special items like flooring and air handlers, and any unique needs. Set expectations and schedules for cleaning staff and follow up on all janitorial services. · Solid knowledge in sustainability practices including recycling and composting, engage in sustainable procurement of office supplies, support initiatives promoting sustainable office environments and employee engagement activities, update energy, water and waste consumption data for corporate record keeping. · Manage external vendor relationships and request quote for approval. · Track facilities operations to uphold contracts for repairs and maintenance. · Be able to maintain processes and procedures. · Conduct periodic facility assessments identifying areas of risk, deferred maintenance, savings opportunities and executing corrective action plans including documenting and communicating all plans and actions. · Maintain site security ensuring secured doors, proper staff and visitor access and sign in procedures are followed, camera functionality, access badges, proper egress and life safety equipment is maintained, emergency drills and trainings are conducted and other life safety compliance. · Manage Facilities Ticketing system making sure tickets are assign and completed in a timely manner. · Knowledge of Employee Health and Safety (EHS) practices.
Financial Accountability · Ability to track and process invoices in accordance with the approved budget. · Budget tracking assistance. · Able to use spreadsheets, word, PowerPoint, and email to effectively communicate options, value, and recommendations to finance, accounting, legal and others.
Project Management · Able to understand and experience with small move and maintenance projects. · Ability to keep schedules and spreadsheets on all facilities related processes such as: inventories, staff support schedules and tasks, maintenance logs and site inspections, and sustainability metrics.