Facilities Senior Manager
Santa Monica , California
February 08, 2017
Education: BA/BS in facilities management, architecture, or business preferred.
BOMA, RPA, FMA designation.
Experience: Technical computer skills required with multiple software application experience including computer based preventative maintenance applications. Knowledge of and ability to use Excel, Word, email, as well as energy management and building automated systems mandatory.

Responsibilities :
1. Building Services:
a) Manage multiple Oracle owned sites including operations staff.
b) Provide property management services for all Oracle owned sites.
c) Demonstrate knowledge of all building systems and basic operations in order to respond to work requests and failures.
d) Insure proper implementation of preventative maintenance programs for rest rooms, millwork, hardware, doors, carpet, painting, baseboard replacement, stainless steel, café equipment, kitchens, emergency generators, HVAC and life safety systems for pro-active protection to minimize maintenance expense.
e) Ensure proper certificates of insurance are obtained for all vendor related work and after hours activities. Record certificate receipt with Oracle Risk Management.
f) Ensure cross training among engineering staff.
g) Work with the building Engineering staff on blueprint inventory program, operations manuals, attic stock supplies and training programs.
h) Ensure daily work requests are responded to with prompt, courteous customer service. Resolve
i) Manage approved property projects such as ADA upgrades, tenant improvements and other building related projects.
j) Ensure all properties are compliant with local, state and federal agencies, such as OSHA.
k) Ensure all properties are using with industry-accepted standards of operation as established by associations as ASHRA and BOMA.
l) Ensure building access is coordinated for necessary vendor work as needed in supporting the Building Engineer.
m) Work closely with Building Engineer, Facilities Staff, Security and other corporate departments.
n) Maintain responsibility for the smooth transition and punch list completion between Oracle Project Managers, contractors and vendors for all new or subleased space.
o) Assist and back up all Building Service and Facilities department staff.
p) Work with end users to develop stacking plans and space assignments.
q) Oversee move coordination.
r) Ensure end-user needs are adequately communicated during build out process. Communicate project status back to end users and post to department portal site.

2. Purchasing/Finance:
a) Review and maintain vendor contracts and insurance requirements; prepare Raps and scopes of work, and maintain contract compliance for HVAC, life safety, generators, elevators, janitorial services, landscaping, monitoring, pest control, signage and all other building system maintenance contracts.
b) Insure vendor's work is performed satisfactorily and invoiced in accordance with current contracts and Oracle's procurement policies.
c) Bid vendor contracts as necessary for cost control, scope and compliance.
d) Ensure purchasing orders are processed in a timely manager and in accordance with Oracle's corporate policies.
e) Set up new vendors as required.
f) Review and approve all expenses less than $3K; manage expenses within budget and review purchase requisitions for budget compliance.
g) Complete annual operation expense budget recommendations for related portfolio.
h) Provide monthly costs on café and fitness center performance and costs.
i) Monitor and provide quarterly run rates of key operational amenities and property expenses.
j) Work with HQ Energy Director to identify areas for cost savings as well as to implement energy savings programs for the property.
k) Function as liaison to subtenant and ensure appropriate receipt of rent and billing of variable expenses occurs.

3. Reporting:
a) Provide timely monthly report detailing property and engineering activities, issues and cost savings and avoidance.
b) Provide input into quarterly or semi-annual operations review highlighting past quarterly achievements and other special projects that add value to Oracle's internal customer.
c) Develop and implement work order tracking procedures, operations manuals and all other internal processes essential to the property's operation. Post all property-related processes to Oracle's Portal application.
d) Maintain monthly work order tracking log; provide statistics related to building services.
e) Track completion of all monthly space assignment updates for the property. Work with Lease Administration and others to ensure that space is categorized correctly.
f) Ensure appropriate maintenance logs are kept by the engineering staff.

4. Managerial:
a) Establish departmental and individual goals for each fiscal year and each review period.
b) Conduct semi-annual performance appraisals; set goals during the review process.
c) Submit raise and bonus recommendations.
d) Hold weekly staff 1:1 meetings and team meetings.

5. Problem Solving:
a) Prioritize conflicting responsibilities and schedules.
b) Report problems as required.
c) Communicate as required to the necessary parties involved.
d) In the event of a facilities emergency coordinate with other facilities and building personnel to achieve timely resolution.
e) Contribute to amending emergency procedures manual.
f) Communicate closure of an issue to one's own manager as well as a requestor.

6. Safety and Security:
a) Develop and implement building emergency procedures working closely with security.
b) Ensure Emergency Response Team (ERT) are established in each owned location and participation among any subtenant(s) is encouraged.
c) Conduct annual fire drill in all locations.

1. Oracle Core Competencies:
a) Innovation
b) Planning and Organizing
c) Customer Focus
d) Managerial
e) Honesty and Integrity

2. Function-Specific Competencies:
a) Self-starter with a respect for quality and customer service.
b) Able to work with minimal supervision.
c) Ability to make good, well thought out decisions quickly and take responsibility for those decisions.
d) Good communication and direction with vendors, contractors and employees.
e) Able to read architectural drawings-mechanical, furniture, etc.
f) Good computer and accounting skills for reporting and e-mail communication.
g) Available to respond to after hour's emergencies.
h) Willing to wear a pager and carry a cell phone.
i) Basic knowledge of all construction trades including HVAC, plumbing, electrical, mechanical, carpentry, etc.
j) Excellent organizational, written and verbal skills.
k) Valid state driver's license, good driving record and insurance coverage according to state law.
l) Respond to voicemail and e-mail within 24 hours.
m) Flexible with constant department growth and change.
n) Ability to understand EMS and BM system reports.
o) Use of Oracle technology including but not limited to Oracle portal, procurement, property manager, and other company specific applications.
p) Ability to lift 55 lbs.
Responsible for space planning, building, and office management services for economy of operation and maximum usage of facilities and equipment within an assigned geographic territory.

As a member of facility management you will oversee office services, facility management, and building related services for several locations and/or buildings. Manages the design, planning, construction, and maintenance of equipment, buildings, and other facilities. Plans, budgets, and schedules facility modifications, including estimates on equipment, labor, materials and other related costs. Oversees the coordination of building space allocation and layout; and facilities expansion. Provides quarterly space planning updates as well as reconciles monthly facility expenses. Participate in various committees/task forces and group goal planning as needed.

Manages and controls activities in multi-functional areas of sections. Ensures appropriate operational planning is effectively executed to meet Corporate specifications. Excellent verbal and written communication skills. Familiarity with email and Microsoft Office applications and purchase order systems is essential. Willing to function as after hours contact for facilities emergencies and be accessible via phone or pager. Travel is necessary. Pager and cell phone needed after hours. 8 years prior facilities management. BA/BS degree or equivalent. Additional professional credentials preferred such as RPA/FMA, CFM.

Oracle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.

A little about us:
Oracle is shifting the complexity from IT, moving it out of the enterprise by engineering hardware and software to work together—in the cloud.

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