Santa Clara, California, United States
As a best in class Facilities Specialist I embody “Service with a Smile” in everything I do. Whether I’m solving problems, mentoring a team member, delivering a presentation or assisting a colleague, I lead with positivity and enthusiasm. I’m a sociable person who feels equally at home interacting with top executives as I do with the entry-level employees. I fully believe in the success of the group over success of any one individual. During my daily course of business, managing the day-to-day building and event operations, I wear a multitude of “different hats” and have a diverse range of responsibilities. I love this, as it makes every day different and presents an opportunity to work with and learn from many people. In my job, I identify and implement innovative solutions to important, complex strategic and operational issues. Often times, this work requires me to make difficult decisions with minimal data in the face of unusual circumstances. Regardless of circumstances, I work to ensure safe practices are followed in all projects. I look forward to connecting with you!
Responsible for receiving, reviewing and following up on maintenance work orders. Effectively communicating with business partners and vendors, soliciting quotes for services, invoice verification and closing work order once it's complete. Works closely with the Facilities Director to support all facilities programs and to ensure services are being delivered in a manner that is highly responsive to the needs of the organization. These programs include: Office adds/moves/changes, shipping & receiving, security systems coordination, vending, janitorial, food services, and reception. Responsibilities: • Coordinate with outsourced service providers to complete all work orders and small projects. • Assign and administer tasks to the service providers to complete department work orders. • Track all work orders to show status of department day to day work. • Evaluate and provide input to facilities director regarding service provider task completion. • Receive, assign and manage the facilities work request system. • Update the office leasing chart of renewals and expiring leases, weekly. • Solicit and organize the necessary approvals and documents to renew serviced office leases • Be a contact point to respond to building and equipment alarms and emergency situations.. • Coordinate all drawings for staff adds, moves and changes • Maintain and suggest improvements to the workplace programs. • Provide backup support to shipping and receiving and reception on occasional basis. • Assist with the proper set up of food delivery vendors and lunch set-ups. • Assist with the logistics and planning of all event set-ups as required. • Maintain stock in break rooms and stationary supply stations. • Assist in placing orders for supplies. • Small administrative projects as assigned, with support from the facilities director.
• Provides Budget, Analysis and Study (costs, schedule, and budget tracking for projects) • Generates POs and SOWs in accordance with Hitachi Data Systems policy. • Manages day to day operations, help tickets and engineering deliverables. • Meets with team(s) regularly to review project deliverables and deadlines. • Provides single point of contact for assigned tasks. • Works with appropriate personnel to allocate personnel time to project tasks and to track progress of their work. • Works closely with personnel and business partners to identify and maximize opportunities to use information and technology to improve product, service and/or program business processes. • Reviews, analyzes, and creates detailed documentation of business systems and user needs, including workflow, program functions.
• Provide a high standard of technical assistance with respects to project engineering applications and technical information management • Prepare financial and progress reports and communicate information about these to relevant staff • Provide oversight, coordination and assistance to building systems engineers and property management teams to ensure efficient portfolio operations. • Assist with administrative support by coordinating, facilitating, recording and communicating with necessary personnel at various levels of the organization. • Serve as the primary assistant for the General Engineering Manager. • Manage engineering department supplies, including critical inventory. • Assist with coordinating contracts for the property management and engineering team. • Provide support with work order system, receiving, assigning and high-level escalations of work orders for the engineering department. • Create, update and maintain departmental databases when appropriate. • Responsible of setting up and managing uniform vendor to ensure adherence to SLA specifications. • Coordinate, schedule and record keeping of engineers’ monthly safety trainings. • Validate and approve vendors invoices for the engineering department
● Plan, organize, and facilitate multiple events for Corporate HQ and employee events. ● Manage budgets and ensure cost-effectiveness for contracts and delivery of goods / services as per requirements. ● Partner with fitness center program manager vendor to consistently improve employee fitness programs, promotions and communications to encourage employee Participation. ● Manage and monitor 27 janitorial staff members and ensure their adherence to service level agreement. ● Review utilities consumption and strive to minimize costs successfully. ● Plan and coordinate all installations and refurbishments as per requirements. ● Keep financial and non-financial records as per requirements. ● Oversee and agree contracts and service providers thoroughly. ● Actively manage, plan, organize and supervise landscaping projects, repairs and maintenance to meet contract specifications as per requirements. ● Manage and monitor coffee, breakroom supply and vending machine’s vendor. ● Revise, validate and approve vendor invoices in Oracle. ● Manage employee amenities programs which mainly includes on-site car wash, mobile car repairs and dry cleaning services. ● Provide excellent customer service by assisting and resolving the client’s issues. ● Create a suitable environment for the purpose and needs of the facilities.
• Planned events from start to finish according to requirements, target audience and objectives. Approved all logistics prior to the day of the event. • Proposed and implemented new processes to enhance events’ success. • Ensured event is completed smoothly and step up to resolve any problems that might occur. • Made sure that insurance, legal, health and safety obligations are followed. • Managed, monitored and partnered with Security, HR and IT, and Executive Admin teams to build event strategies for campus hosted events and conferences for up to 1,500 attendees. • Organized monitored and approved connections to Charge Point stations and ensured proper functioning. • Responsible for reviewing and managing an average of 300 monthly Facilities work order tickets. • Reviewed and managed facilities work including order ticketing system and orders status successfully. • Built and distributed regular pre-event status reports and post-event trip reports as per requirements. • Managed and negotiated with vendors for all contracts and managed vendor relationships.