Building and Facilities Specialist
- Facilities Management
- Maintain relationship with and be first point of contact for property management.
- Schedule and oversee maintenance and repair of office facilities, equipment (including HVAC, printers, coffee makers, dishwashers, etc), and systems.
- Work with Quality Assurance Department to ensure compliance with health, safety, and environmental regulations.
- Monitor and maintain building systems, including HVAC, electrical, plumbing, and security systems.
- Facilitate purchasing, relocation, and assembly of office furniture and equipment.
- Oversee office seating arrangements (together with HR department and management).
- Fleet Management
- Administer company vehicle fleet, including coordinating allocation by employees/visitors, scheduling maintenance, inspections, repairs, registration, and insurance.
- Advise executive management regarding decisions in reference to the fleet.
- Track usage, manage service schedules, and ensure cost-effective fleet operations.
- Insurance & Compliance
- Coordinate insurance coverage for facilities and fleet.
- Maintain accurate records and ensure timely renewals of policies.
- Ensure facilities comply with local regulations, safety standards, and environmental requirements in coordination with the Health and Safety team.
- Conduct regular inspections and address any hazards or deficiencies promptly in coordination with the Health and Safety team.
- Emergency Preparedness
- Develop and maintain emergency response plans.
- Conduct regular safety drills and training for staff.
- Ensure availability and functionality of emergency equipment.
- Physical Security
- Work closely with IT team to coordinate access control systems, including key cards and visitor management.
- Being a back-up for security systems such as cameras and alarms.
- Coordinate with security vendors and ensure compliance with security protocols.
- Conduct regular audits of physical security measures and address vulnerabilities.
- Vendor & Contract Management
- Manage vendor and contractor relationships for cleaning, security, HVAC, and other facility related services.
- Review and negotiate contracts and quotes from vendors to ensure cost-effectiveness and compliance.
- Maintain vendor performance standards and resolve service issues promptly.
- Project Management
- Plan, coordinate, and oversee both large and small office buildout projects.
- Ensure adherence to design specifications, safety standards, and company requirements.
- Lead office layout planning, moves, and workspace optimization.
- Office Equipment & Amenities
- Oversee maintenance of coffee machines and other office appliances.
- Ensure common areas are well-stocked and operational.
- Inventory and restock of office and kitchen supplies.
- Support preparing company events.
- Budget & Reporting
- Prepare, manage, and maintain facilities budget of maintenance activities and vendor contracts.
- Monitor expenses and provide regular reports to management.
- Other Duties
- Support sustainability initiatives and energy efficiency projects.
- Handle ad hoc facilities-related requests from staff and management.
Benefits: We are committed to supporting our mission through the following employee benefits: • Medical, Dental, and Vision Insurance • Health Savings Accounts • Competitive 401(k) Plan with company match and immediate vesting • Employee Life Insurance & AD&D • Company-paid Short-Term and Long-Term Disability Insurance • Employee Assistance Program • Generous holidays, including a full week off from December 25 to January 1 • PTO that scales with tenure and sick leave • Company-sponsored team-building activities to boost morale and productivity. • Bonus Plan
 |  |  |  | |||
| TRUST-BASED | MODERN | MENTORING | TRAININGS | |||
| WORKING HOURS | IT-EQUIPMENT | PROGRAM |
Benefits: We are committed to supporting our mission through the following employee benefits: • Medical, Dental, and Vision Insurance • Health Savings Accounts • Competitive 401(k) Plan with company match and immediate vesting • Employee Life Insurance & AD&D • Company-paid Short-Term and Long-Term Disability Insurance • Employee Assistance Program • Generous holidays, including a full week off from December 25 to January 1 • PTO that scales with tenure and sick leave • Company-sponsored team-building activities to boost morale and productivity. • Bonus Plan
| | | | | |||
| TRUST-BASED | MODERN | MENTORING | TRAININGS | |||
| WORKING HOURS | IT-EQUIPMENT | PROGRAM |
Chris Zhang
Talent Acquisition | zhi.zhang@frequentis.com | Social media contact