Office Manager

Position Title: Facilities Supervisor (Remote)

Location: TX- Virtual

Duration: 03 months Contract on W2 (Possible extension)

Position Description:

• The Dallas Innovation Center represents a significant investment for the company, and it is important that it has a clear positive impact on customers & colleagues whilst driving our industry leadership in NA pest innovation.
• The role of the Facilities Manager is to provide support & liaise with all teams using the site. Coordination of all site maintenance issues in order to ensure its smooth running and provide a customer-friendly place for meetings.
• It is also expected that this role will connect with other R&D site FMs (Power Centre & Technology Centre, UK) to share and apply relevant best practices and learnings on facilities management
• Reporting to the Head of Science and Innovation NA, your role will be responsible for the
• management of Dallas-based North American Innovation Center to ensure a safe,
• compliant and pleasant environment is created and maintained at all times.

Key Responsibilities:

• Manage the day to day running of the North American Innovation Center, including the relevant service providers, to provide a high quality facility in a cost efficient manner
• Maintain records of servicing, site plans, etc. to enable future maintenance work to be carried out easily
• Administer the site access pass and Sign In system to maintain site security, and coordinate details of keyholders etc with the alarm company to ensure out of hours response can be achieved. Issuing/cancellation of security staff access passes where required
• Manage external contractors on site, ensuring all contractors sign in and RAMS are supplied prior to commencement of any works. Proactively communicate any on site works to Innovation Center users to minimize disruption
• Manage the North American Innovation Center annual budget. Including AOP process, tendering and sourcing external suppliers for works contracts, payment terms and setting up accounts, PO process, invoicing, and monitoring the annual budget to maintain the cost Centre within budget.
• Coordinate communication of key facility messages to the other teams and site users to ensure smooth running of all site functions and minimize disruption.
• To provide support to other office functions in order to ensure the smooth running of the site, e.g. forwarding of expenses, maintenance of training files and other confidential HR information, office supplies, maintain copiers and replenish toner, provision of drinking facilities, room booking system.
• Lab Tours / Visitors - Act as the main point of contact and coordinator for internal and external visitors, as well as all callers, to the NA Innovation Center.
• Facilitate the visitor experience by ensuring preparations are in place, e.g. parking, catering, meeting rooms, Wi-Fi codes, Welcome Screen in Lobby.
• For customer and VIP visits, take the lead in making sure preparations are in place, colleagues are briefed and a plan is in place for a smooth experience.
• Organize additional requirements such as meeting space/catering
• Coordinate with all users to maintain a calendar of events and important visitors and ensure all concerned are aware and prepared.
• Sign for all deliveries and inform recipients and open unnamed post and distribute accordingly
• Manage suppliers, including sourcing, negotiating quotes and payment terms as well as setting up accounts
• Schedule all preventative facilities maintenance (such as A/C) and action urgent & emergency maintenance
• Liaising with Group SHE Manager to ensure current and consistent measures are in place
• Facilitate SHE audits as required
• Ensures Risk assessments are carried out as required and colleagues are trained to do so
• Lead site First Aider
• Fire Marshal responsibilities including arranging and facilitating all Fire safety protocols including but not limited to:
• Fire safe storage of goods and property
• Training and drills
• Fast response protocols
• Creation and maintenance of all SHE related policies and procedures are in place and accessible
• Schedule PAT testing for electrical equipment as required for site
• Assist Site leaders to maintain safe operations by coordinating First Aid and Fire Marshal training and following up on any site specific measures to maintain the site and its systems.
• Administrative and ad hoc support for the Global and NA Heads of S&I, including:
• Project administration, such as maintaining project documentation in Google (trackers, reports, registers), budget and test request administration, data entry, chasing actions etc.
• Diary management, including scheduling meetings, arranging lunch and compiling agendas
• Arranging travel/accommodation needs to requirements (including visa applications where required)
• Raising PO’s & processing expenses
• Collecting and filing signatures from internal colleagues or suppliers in line with agreed processes eg. NDA’s

Qualifications and Experience:

• Verbal and written communication, including active listening, for determining and discussing building needs and communicating these to contractors, suppliers and the occupants
• Mathematics and accounting to meet budgets and identify cost-saving measures
• Customer service for occupant and stakeholder satisfaction
• Analytical thinking and problem-solving
• Understanding of current building, health and safety regulations
• Computer literacy and confidence using Google suite including Sheets, Slides, Meet and Docs
• Ability to manage their own workload and prioritize in order to make sure deadlines are met (occasionally overtime may be required in order to fulfill this role).
• Ability to handle sensitive or confidential matters with a high degree of integrity and discretion.
• Previous experience in facilities management or office management role
• Experienced at sourcing and managing new and existing sub-contractors
• Budget Management experience
• Ability to interact with colleagues at all levels, collaborative and supportive, team player
• Excellent organizational skills, able to multitask and manage timelines and schedules
• Natural organizer and pays attention to detail
• Performs well under pressure and maintains a calm approach in stressful situations.
• Aptitude for problem solving and solution-based thinking
• Google GSuite, MS Office
• Excellent English written and verbal communication skills
• Desirable: Business management, including scheduling, strategic planning and administration
• Ideal candidate will have finance background