Manager, Facilities

Job Description

Job Description:

Job Title: Facilities Manager

A little bit about our team:

You will be reporting to the Director of Facilities and working with Real Estate and Facilities team members based in the US. You will help manage our US West Coast team and facilities in its footprint. Our team is designed to imagine, create, and maintain innovative and safe workplaces to accommodate the needs of our dynamic business and global footprint.

Your role:

You will work closely work with the Director to lead and manage Facilities team (maintenance team, receptionists, mailroom, and building/office services contractors) to support building operations, workplace strategy, hospitality, and events. You will have the opportunity to support, lead, develop, and implement standards.

Here you'll get to:
• Facilities Operations – manage and support facilities management, building operations, maintenance, mailroom, and reception team
• Workplace Strategy – Support and implement evolving workplace experience strategies.
• Special Events – Work with the Hospitality and Events team, executives, corporate communication teams, production teams, etc. to deliver events and performances throughout Warner Music Group's event space on the West Coast.

Facilities Operations Responsibilities
• Responsible for managing and delivering day-to-day facilities functions and implementing standardized policies and safety procedures, with a focus primarily on Downtown Los Angeles location and other satellite West Coast sites
• Manage and directly or indirectly lead a highly driven group of facilities staff, maintenance staff, engineers, office services, reception team, and technicians; Utilize a proactive approach with emphasis on attention to detail at all levels of building operations
• Deliver established building readiness processes and procedures, ensuring all workspaces, conference rooms, pantries, event spaces, studios, and writer's rooms are occupant ready
• Establish and maintain relationships with vendors and contractors
• Working with Facilities operations team, maintain operations of building systems equipment; ensure routine preventative maintenance
• Direct the Facilities team through knowledge and understanding of company mission and departmental goals
• Ensure KPI tracking and reporting are current and accurate
• Deliver hospitality programming and amenities in a cost-effective manner
• Support and supervisor all facility-related items (HVAC, janitorial, PPE, property issues, etc.) for offsite studios, production offices, and DTLA building.
• Responsible for the supervision, training, and development of the facilities staff -- receptionists, maintenance, and mailroom -- at the office location including performance, scheduling, support, and guidance as needed.
• Work with building management to ensure all aspects of building services, to include services related to engineering, parking, landscaping, janitorial, etc are accurate and timely.
• Perform daily walkthrough of offices to ensure all standards are met and weekly walk thru with cleaning service.
• Supervise mailroom operation and contractors.
• Review, code, and approve all department related invoices.
• Participate in project meetings as well as monitor the construction progress and ensure timely completion of punch list items.
• Oversee reception manual and visitor management system to ensure they are regularly maintained and updated.
• Work with HR and department heads in assigning workspace and developing plans to accommodate various groups.
• Work with various businesses for space management.
• Utilize AutoCAD to plan and record workplace assignments and relocations.
• Generate, review, and analyze access card reports to support metric-based summaries.
• Assist with security and HR investigations as needed.
• Ensure that ServiceNow requests are logged and completed in a timely manner.
• Review ServiceNow log for quality control and auditing purposes.
• Initiate and review new contracts and RFP's as necessary.
• Inventory and purchase (under the direction of the department head or divisional CFOs) office furniture: file cabinets, lamps, chairs, tables, etc.

Workplace Strategy Responsibilities
• Delivery of facilities specific procedures and processes associated with broader Global Workplace Experience functions, including but not limited to supporting the scheduling, planning, and project delivery at each facility in your area of responsibility
• Support leadership's financial planning and management in the areas of budgeting, forecasting, and reporting of spend.
• Track facilities data and spend to develop and propose recommendations to Facilities leadership to improve process, reduce costs, enhance employee productivity, and maximize best-in-class service
• Provide support on projects within the region to internal/external project manager to ensure projects are within project budget, timeline, and quality standards
• Understand individual division business drivers and needs and apply that knowledge to service delivery
• Establish and leverage relationships with external trade partners i.e., vendors, contractors, and consultants.

Responsibilities Events Support
• Work closely with the Hospitality and Events team on managing the approved special events calendar, supporting all corporate and employee events & hospitality/branding programs.
• Alternate onsite point of contact to support event requests and logistics, ensuring all necessary coordination is in place
• Support Facilities Lead on vendor/sponsor selection, venue/site readiness, and manage the team pre/during/post event

Skills Required:
• Computer skills: word, excel, power point, AutoCAD.
• Excellent oral and written skills; able to work with senior management.
• Good follow up skills
• Team player
• Flexible work schedule
• Able to juggle multiple projects at one time and prioritize

About you:
• Minimum two years of college education with 2-4 years of corporate office experience.
• Familiarity with assisting in building procedures, management, and codes.
• Ability to multitask; prioritize; be able to work as a team player.
• Computer skills including Word, Excel, PowerPoint.
• Ability to work flexible hours if required on short notice.
• You are independent, proactive, flexible, with the ability to collaborate across functions.
• You exhibit an enthusiastic, can-do attitude and approach.
• You are self-directed and have strong organizational and problem-solving skills, with the ability to lead and execute in an efficient and timely manner.
• Excellent written and verbal communication
• Attentive to details
• Critical-thinking and problem-solving skills

We'd love it if you also had:
• Bachelor's degree from an accredited university/college.
• Hospitality experience
• Project management experience
• Spanish language fluency
• Experience in the entertainment industry

Jobcode: Reference SBJ-d5wx73-3-22-240-205-42 in your application.