Corporate Facilities Services Administrator

Job description

Business type

Types of Jobs - Operations

Job title

Corporate Facilities Services Administrator

Contract type

Permanent Contract

Job summary

Summary

Credit Agricole Corporate & Investment Bank's Property & Corporate Services ("PCS") team is responsible for the design and construction of real estate projects, corporate office services and the maintenance, safety & security of the office facilities in the Americas. The office spaces contain a mixture of flexible office spaces, dedicated trading rooms and technology rooms supported dedicated critical power and cooling infrastructure.

The PCS team is seeking an Administrator to oversee the management and maintenance of the office facilities and connected infrastructure and supervise the corporate services functions.

Key Responsibilities:

Primary Responsibilities

Facilities Management, Life Safety & Security

• Oversee outsourced security guard staff ensuring around the clock onsite coverage and monitoring of physical access and security cameras.
• Manage operation of electronic security access and surveillance systems and issuance of 2FA access cards.
• Oversee building management system and supplemental MEP equipment supporting the New York and New Jersey offices.
• Coordinate inspections of supplemental fire safety systems including pre-action systems, underfloor smoke detection systems, and fire extinguishers in various locations.
• Manage all preventative maintenance programs for the office facilities and ensure their performance in compliance with manufacturers' recommendations, code requirements and general best practices.
• Support activities related to maintenance and repairs at the corporate owned residence in New York.
• Manage registrations of the New York office's HVAC and power infrastructure with local and federal agencies.
• Oversee the annual pull-the-plug tests at the New York and New Jersey offices.
• Ensure that all operating and occupancy permits issued to CACIB required by NYC Building and Fire Codes are current and valid.
• Coordinate Fire Safety Teams at the New York and New Jersey offices, in coordination with local regulations and guidelines.
• Coordinate with cleaning supervisor the ongoing premises cleaning program, as contracted for, with particular attention to problem areas, methodology and performance evaluation. Oversee activities of contracted day porters.
• Oversee compliance and activities of contract vendors with respect to maintenance of HVAC, life safety systems, lighting, pest control, electrical systems, furniture, etc. Ensure that all vendor Certificates of Insurance are current.
• Manage and maintain facilities vendor contracts.
• Support other Americas offices on activities involving facilities management, life safety and security.

Key Internal contacts

• PCS functions at Head Office, including the PCS SSI team, and in Canada
• Business Continuity Mgmt, IT, Information Systems Security departments
• Finance, Global Sourcing & Procurement, HR, Legal departments
• Mgmt teams at all satellite offices

Salary Range: $130k-$165k

#LI-DNI

Supplementary Information

Corporate Services

• Oversee outsourced mailroom staff and services.
• Oversee outsourced staff managing fleet of Copy / Scan /
• Print equipment. Coordinate with IT team to resolve technical issues.
• Oversee offsite archival records storage processes.
• Assist with oversight of the food services program and its vendors providing executive dining, catering, and coffee services.
• Manage purchasing function for office supplies, stationary, business cards, etc.
• Manage and maintain corporate services vendor contracts.
• Support other Americas offices on corporate services related topics.

Real Estate

• Review construction documents and plans, assist in overseeing construction phase, and ensure that all permits, sign-offs, waivers of lien, etc. have been obtained and made a part of the Bank's official records.
• Assist with coordination of architects and other design professionals, general contractors, vendors and IT staff, from design stage to move-in.
• Track construction costs against established budget, rendering analysis and critique.
• Develop punch lists together with design professionals and general contractor, making sure all items are completed satisfactorily.
• Arrange and coordinate reconfigurations and moves of internal departments as well as new installations, ensuring completion as scheduled.
• Develop space plans by use of AutoCAD software in tandem with departments' input
• Maintain up-to-date floorplans, seating charts and headcount data for the Americas locations.

Position location

Geographical area

America, United States Of America

City

NEW YORK

Candidate criteria

Minimal education level

Bachelor Degree / BSc Degree or equivalent

Academic qualification / Speciality

Education Essential: Bachelor's Degree

Education Desirable: Background or certification in architecture, engineering, facilities management, project management.

Level of minimal experience

6-10 years

Experience

Experience Essential: 5-7 years' experience leading the facilities management or property management function

Experience Desirable: In a Multisite commercial office environment containing a flex office setup, a trading rooms and technology spaces.

Secondary Responsibilities

• Maintain close working relationships with the PCS Safety, Security & Infrastructure (SSI) team at Head Office and the PCS team in Canada.
• Support Real Estate Projects by providing technical assessments of options during site searches.
• Ensure adequate controls exists for activities in scope and conduct regular reporting of them through COSMOS and other tools.
• Assist with the annual preparation of the operating expense and capital budgets. Track operating expenses and capital expenditures against the established budgets.
• Respond to request from Compliance, Internal Audit and Regulators for information and data and support PCS during any examinations or controls testing.
• Support any special projects or activities designated by the Head of PCS.

Required skills

Competencies Essential:

• Microsoft Office Package with proficiency in Excel and PowerPoint
• An understanding of the design and construction process for interior office fitouts.
• CAD knowledge for basic space planning designs

Competencies Desirable:

• Working knowledge of AutoCAD LT

Skills and Knowledge Essential:

• Technical knowledge of building MEP and security systems.
• Ability to read and understand architectural design and engineering design drawings.
• Understanding of building MEP infrastructure systems and general construction processes
• Customer service oriented and quick responsiveness
• Ability to multi-task and work independently while under pressure
• Strong follow-up and organizational skills with an attention to details
• Analytical & project management skills
• Strong verbal and written communication skills

Skills and Knowledge Desirable: Working knowledge of Siemens Desigo BMS system and CCURE 9000 electronic security system.

Technical skills required

Management and Reporting

• Locally reports to Head of PCS (N 1, the COO in the Americas (N 2) and functionally to Global Head of PCS (N 2) at Head Office
• Supervises vendors and onsite external services personnel, including cleaning staff, food services staff, mailroom staff, maintenance technicians, and security guards.

Key External contacts

• Building landlord's property management teams at all office locations.
• PCS services vendors

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