Facilities Specialist

Facilities Specialist 3

Job Purpose

Perform specialized, diverse work activities and oversee larger complex buildings for a school or central unit. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of a complex facility.

These facilities are defined as a building posing greater regulatory and/or safety risk impact to the client community or non-laboratory, multiple buildings with broader scopes of responsibility.

This is an individual contributor role.

Core Duties

Serve as property operations / maintenance point of contact for facilities' issues in complex facilities as defined above; initiate work requests, monitor completion; manage maintenance and renovations budget; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor and report related trends.
Perform condition assessments on appearance, equipment, or troubleshooting ( formulated by another group, FSM), analyze results and decide status; identify and establish preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze date and provide recommendations; coordinate, direct, inspect and approve contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction, manage related budget; coordinate maintenance logistics (to avoid faculty conflicts, events).
Handle property administration by troubleshooting, completing tagging, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision makers.
Implement facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); and assessing and changing access schedules
Complete project coordination by : performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
Serve as safety management coordinator by : correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination
Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.
Coordinate space management and planning activities including : analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).
May oversee and supervise assigned staff engaged in supporting the physical environment and building systems.

Minimum Education and Experience Required

Bachelor's degree and five years related, demonstrated technical facilities management experience, or a combination of education and relevant experience

Minimum Knowledge, Skills and Abilities Required
Analytical skills to analyze and track complex space, equipment and financial data.
Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
Working knowledge of applications such as Excel, Word, PowerPoint, Project.
Experience working with internal and external vendors and services contracting.
Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

Certificates and Licenses Required
Must possess and maintain a valid California non-commercial Class C Driver's License, if applicable.

Top 3 requirements to hire

1. Customer service orientated, good interpersonal skills
2. Knowledgeable background in lab and facility operations (education is a plus)
3. Self-starter and able to take on tasks and projects with little oversight

Physical Requirements
Frequently stand/walk, seated, performs desk-based computer tasks.
Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
Ability to drive day or night, if applicable.

Working Conditions
Requires 24-hour response availability seven days per week for emergency situations.
May be exposed to noise > 80dB TWA.
May working at heights 4 - 10 ft.

Work Standards
When conducting university business, must comply with the California Vehicle Code and client driving requirements, if applicable.
Interpersonal Skills : Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety : Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Notes:

7am-4pm.

40 hours

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status