Job Title: Facilities Supervisor
Purpose of Role
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 client’s Dallas-based North American Innovation Center to ensure a safe,
compliant and pleasant environment is created and maintained at all times.
Key Responsibilities
The key responsibilities for this role include:
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 minimise 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 minimise 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 co-ordinator 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, WiFi 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.
Organise 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
Key Competencies
Performance
Able to work well independently, and in teams.
Performs well under pressure and maintains a calm approach in stressful situations.
Collaborative - is supportive of colleagues, and offers help and advice when asked.
Convinces and persuades - states facts clearly and makes a logical argument.
Holds to account - is aware of and aims for high standards of performance.
People
Understands self and others - awareness of own behavior and how this can impact on others.
Develops self and others - is positive towards others, gives constructive feedback.
Is aware of own development needs and takes responsibility to improve them.
Leads and inspires - listens to others ideas and participates effectively in team
working.
Pace
Is driven to deliver quality outcomes at pace and considers the wider commercial
benefits in determining project timelines, budgets and associated business cases.
Entrepreneurial drive - is enthusiastic, organized and completes tasks effectively,
Initiative - takes action quickly and decisively but prepared to seek input from others.
Passion
Is driven to deliver quality outcomes at pace and considers the wider commercial benefits in determining project timelines, budgets and associated business cases.
Entrepreneurial drive - is enthusiastic, organised and completes tasks effectively.
Initiative - takes action quickly and decisively but prepared to seek input from others.
Qualifications and Experience
Essential
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
Virtual Interviews
Work onsite