American Institutes for Research

  • Assistant Facilities Manager (Temp to Perm)

    Job Location US-TX-Austin
    Job ID
    10875
    Job Location
    United States
  • Overview

    The American Institutes for Research (AIR) is one of the largest behavioral and social science research organizations in the world. Our overriding goal is to use the best science available to bring the most effective ideas and approaches to enhancing everyday life. We have been helping to make a difference in the areas of education, student assessment, individual and organization performance, health research and communications, human development, workplace equity and statistical research methods. For us, making the world a better place is not wishful thinking. It is the goal that drives us. We are currently seeking an Assistant Facilities Manager to join our Facilities Management (FM) team in Austin, Texas where AIR owns and operates a three-story, 50,000 sq. ft. commercial office building.


    Responsibilities

    This position includes involvement across all facilities aspects related to owning and operating a commercial building – including onsite customer service, contracts and vendor oversight, internal space planning and renovation projects, and much more.

    Maintain Austin, TX office building and property to a Class A standard
    • Conduct regular walk-through inspections
    • Maintain and establish relationships with critical vendors and service providers
    • Issue internal work tickets and following-up through completion; utilize proper communication tools (FM leave-behind cards, FM bulletins, FootPrints tickets, etc.) to ensure that AIR staff needs are being addressed in a timely manner

    Computer-Aided Facility Management Systems (CAFM): Footprints, FM Interact, EMS
    • Capture all customer requests
    • Manage assigned tickets within assigned service level agreement (SLA) dates
    • Actively attend regular CAFM meetings and provide meaningful feedback on system improvements
    • Maintain accurate floor plans via FM Interact
     Perform regular occupancy and capacity walk-throughs
     Correct discrepancies by creating move tickets and editing room props
     Record all moves, adds, changes (new hires, transfers, departures, etc.) within FM Interact

    Shipping and Receiving:
    • Oversight of all shipping and receiving practices, including daily delivery of mail and packages
    • Deliver monthly Stamps.com report to Accounting Department

    Conference Services:
    • Ensure necessary aspects are covered to ensure productive meetings
     Coordination with IT
     Meeting Room Setups
     Facilitate supply/catering orders, collaborating with the local receptionist
    • Maintain visitor offices to a ready-to-use state

    Life Safety/Security:
    • Maintain AIR’s local Emergency Preparedness Plans and Emergency Response Teams
     Maintain documents for accuracy
     Coordinate and host regular trainings and certification trainings
     Establish yourself as the subject matter expert on all aspects of emergency preparedness

    Invoicing:
    • Confirm goods and services delivered as billed
    • Review and maintain Purchase Orders (POs) and Funded Value Purchase Orders for your respective contracts and vendors

    Space Planning:
    • Work closely with the Site Manager and Regional Facilities Manager to assign space to incoming staff
     Make level appropriate recommendations based on AIR space assignment standards
     Proactively plan internal moves to accommodate all incoming staff
     Properly prepare and reset offices when staff arrive and depart
    • Complete new hire, move, and departure tickets accordingly
     Maintain accurate floor plans
     Prepare and reset office space
     Troubleshoot any issues as needed
    • Plan, coordinate, and manage internal moves under the guidance of the Regional Facilities Manager

    Other Duties as Assigned:
    • AIR’s Workplace Ergonomics Program (non-medical) establish yourself as the local subject matter expert
    • Report to and assist the Regional Facilities Manager with other projects as assigned
    • Bagel Wednesday setup and cleanup
    • Reception coverage when necessary and during regular breaks and paid time off (PTO)
    • Maintain & Stock Kitchen, Workrooms, and Printer Areas and Printers
     Place orders and service calls as needed
     Ensure all spaces are in a ready-to-use state

    Qualifications

    • High School diploma or equivalent (GED) (required); 4-year degree or higher (preferred)
    • Facilities management or maintenance experience (preferred)
    • Developed critical thinking, problem finding, and problem solving skills (required)
    • Strong written and verbal communication skills (required)
    • Proficient in MS Office Suite (required)
    • Keen attention to detail (required)
    • Highly developed customer service skills (required)
    • Ability to manage multiple projects simultaneously (required)
    • Ability to lift up to 50 lbs. (required)

    *LI-AS1

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