Facility Manager

Job Description

This Facilities Manager is responsible for the delivery of workspace services, and facility operation and maintenance activities at the assigned Visa property. This position in general is responsible for a leased/owned Visa office consisting of 50,000 sqft to 100,000 sqft, and supporting 250 to 600 employees.

Also this position represents Visa’s Global Corporate Real Estate organization to the site leadership and will be required to interface with all levels of local management, vendor service providers, property management, and site security officials.

Is directly responsible for the activities of outsourced vendors and resources in the delivery of workplace services and ad hoc moves/adds/changes within the assigned location. This includes but not limited to overseeing all building maintenance operations and facility services such as: housekeeping, specialty cleaning, furniture, pest control, mail & printer services, interior plants maintenance, and food services where available. This person will be required to be hands and provide some of these services themselves.

• Will be identified as the site’s facility management go to person and decision maker.
• Oversee and maintains maintenance plans to ensure a healthy and safe work environment. Ensure vendors are executing the plan appropriately.
• This position is required to work with all Procurement & financial systems, Facility CMMS & Space Management systems, and Visa Security systems.
• Will ensure, through the Facility CMMS system, that all service request and preventative work orders are being assigned, tracked, performed and closed. Ensuring that all appropriate customers request are completed satisfactorily and communicated to customers if deviated.
• Monitors and coordinates to ensure all Service Level agreements are maintained.
• Responsible to provide accurate and timely monthly, quarterly and annual reports. Reports may include; any metric/benchmark reports, Space Utilization reports, Work order accomplishment reports, Vendor service level agreement, access, training and governance reports as identified, BPO contractor staffing reports, and any new reports as required.
• Implement and oversee the establishment of maintenance contracts, making sure services are performed at the contracted time, term and conditions. Ensuring and maintaining all security access requirements for all vendors.
• Ensure all compliance and job related Training is completed per established deadlines.
• Develop and implement an approved annual budget. Identifying and developing cost saving measures providing expected savings reports. Manage budget with =/- 3% annually.
• Follows all procurement requirements and ensure request, contracts, purchase orders and invoicing is managed properly. Make sure that all purchases are categorized correctly. Make sure all p-Card transactions are reconcile monthly per procedures.
• Understand and follow the p-Card policy.
• This position will support any identified site wide communications required in performing building maintenance or move activities. Additionally, this position will be required to interface and negotiate with all local Visa administration in coordinating work activities.
• Other duties include support of Visa Inc.’s Key Controls, Policies and Procedures (Chapter 8), the Site Emergency Response Program (SERP), the Emergency Response Team (ERT), and the First Aid and AED programs
• Participates as an active member of the site Office Response Team for Crisis Management incidents and exercises.
• Escalates to Corporate Real Estate management any issues or problems as appropriate.
• Ensures Security/Safety as processes are implemented in accordance with Visa internal standards and procedures, and identify and implement any new directives as needed to support the local office.
• Any other assignments as identified.

• This position will be required to manage and maintain all workstations assignments are per Corporate Real Estate Guideline. Ensure that all deviations are identified and documented as required. (Nuvolo)
• Monthly ensure and confirm Nuvolo spaces utilization reports are accurate.
• Conduct and Coordinate the site Staffing Demand Planning Report. Identify any space needs in a timely manner.
• Responsible for any site Hoteling system providing Concierge services as needed. Ensure cleanliness is maintained for multiple customer uses.
• Responsible for maintaining the appropriate level of furniture inventory to support changes as they are required or requested from employees. Manage all ancillary furniture, including a process to ensure chairs are where they belong.
• See Facility Coordinator positions for more details.

• Coordination between facility organizations, service providers and customers is a key role for this position. Includes initiating, planning/detailing, organizing and ordering parts for all work request/assignments and assigning to the appropriate groups/person for implementation.
• Oversees and coordinate all maintenance services such as: janitorial, specialty cleaning, pest control, paint, plant services, and interior maintenance. Escalates to property management via designated work request system as required.
• This position will help in monitoring the adherence to maintenance program schedules, policies and procedures.
• When schedules are delayed communicates with all involved and ensures the delay is not business critical.

Qualifications

• 5 or more years of relevant work experience with a Bachelor’s Degree or at least 2 years of work experience with an Advanced degree (e.g. Masters, MBA, JD, MD) or 0 years of work experience with a PhD
• Understand and implement facilities processes in a leased or owned office facility
• Experience with Space Management, MAC, and Maintenance work orders.
• Excellent work, collaborate and communications skills with both internal and external clients
• Organizational skills
• Strong customer service and personal interaction skills

• 6 or more years of work experience with a Bachelor’s Degree or 4 or more years of relevant experience with an Advanced Degree (e.g. Masters, MBA, JD, MD) or up to 3 years of relevant experience with a PhD, or 10+ years of relevant experience as a Facility Manager of a 50,000 sqft facility or greater.
• Microsoft Office product knowledge (Outlook, Word, Excel)
• Bilingual, English/Spanish a plus
• Experience with Facility CMMS and ACAD systems
• Responsible for gathering appropriate information to develop consensus – decision making
• Understanding of risk assessment and mitigation strategies
• Can handle multiple activities at once and requires minimal supervision.
• IFMA Certified Facility Manager (CFM) Certifications a plus

Additional Information

• Incumbent must make themselves available during core business hours

• This position requires the incumbent to travel for work 0% of the time.

• This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers, reach with hands and arms, and bend or lift up to 25 pounds

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.