- Strategy
FACILITIES ADMINISTRATOR
Corporate Facilities
Position Location: York, PA
Position Scope: This role reports to the Director of Facilities and is responsible for the compliance system administration, and project management related activities within the corporate facilities team. The scope of responsibilities are focused on the compliance, administration, and project management of all facilities operations located within York, PA. This role will provide administrative and project management resources for the corporate facilities team and will provide administrative support for the corporate compliance team as appropriate (pertains to SOC and other attestation requirements) for facilities management, environmental health, workforce safety and training. This position will also serve as the system administrator for the CCMS operating system.
Essential Functions: This position exists to perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CCMS Administration
- Responsible for confidential management of sensitive information.
- Position will serve as the CCMS System Administrator.
- Maintain the CCMS with current and accurate content.
- Set up new associates and enter associate updates for CMMS.
- Complete new associate system training, as needed.
- Set up new vendors, enter vendor updates for CMMS.
- Working with the Facilities Director to prioritize facility team assignments, prepare and assign in the system, daily work per associate.
- Monitor work order progress and escalate as appropriate to ensure completion within defined Service Level Agreements (SLAs).
- Coordinate and schedule facilities resources for on-site special events in support of internal groups based on tickets received in to the facilities help desk.
- Responsible for accurate and timely entry of data into system to include:
- Collect, coordinate, and build out data tables for all property locations, and all assets per location.
- Task based preventive maintenance compile labor costs, and historical repair costs into asset register for tracking and monitoring of physical and operational assets by management.
- Asset data management, to include maintenance and repair data for assets, operations, and facilities.
- Asset management reporting – track, manage, and maintain asset records associated with facilities, infrastructure, operations, to keep them operational.
- Automate utility consumption and waste, record, and track energy data, for purposes of identifying savings strategies, improve sustainability efforts, savings, and cost reduction initiatives by management.
- Utility and energy management data reporting for all property locations.
- Manage department files and records, including purchase requisitions, purchase orders, maintenance records, work schedules, permitting, inspections, audits, assessments, and other written communications.
Compliance
- Responsible for planning, organizing, and participating in audits and assessments related to regulatory agencies and clients to include SOC, ISN, DEP, EPA, NFPA, OSHA, RCRA, HAZCOM, Permitting, Local municipalities, City/Township, YCFD, PA State, and clients as required.
- Keep informed regarding pending industry changes, trends, or best practices related to facility operations to include OSHA, DEP, EPA, NFPA, SOC, ISN, etc.
- Verify that all company and regulatory policies and procedures have been documented, implemented, communicated, reviewed, and updated annually.
- Work with Facilities Director to implement and maintain Stream Energy and other sustainability programs, reporting initiatives, utilization reporting, savings, and cost reductions (building and emissions data) tracking sustainability and impact satisfy mandatory and voluntary disclosure requirements. (DEP, City, Township, ISN, OSHA, etc.).
- Schedule for applications, renewals of licenses/permits necessary to meet standards and achieve compliance. Prepare organize and maintain code, permitting and inspection records.
- Visit operating locations to verify that valid licenses or permits are displayed and that licensing standards are being upheld.
- Work in conjunction with the compliance officer to vet, enroll and manage vendors within the vendor management program (SOC).
- Build and maintain vendor scorecard profiles for each vendor.
- Identify compliance issues that require follow-up or investigation by facilities team, safety team, SOC team and or HR.
Project Management
- Project management of audits, inspections, and testing outcomes and ensure remediation is managed timely through to resolution. Provide regular PM reporting for leadership.
- Support internal requests for facility management and related compliance audits.
- Support Facilities, HR/Compliance Teams in building, and managing regulatory compliance (DEP, EPA, OSHA, NFPA, City/County, SOC, ISN, Raffles, and other Regulatory Bodies) audit and reporting schedules, training schedules, etc., to ensure timely adherence to the same.
Planned Events – Scheduling & Training
- Coordinate calendar events, schedule updates and audits for right to know programs regarding hazardous chemicals or other substances.
- Working with Director Facilities, CHRO, IT, and CLT, coordinate and schedule the annual review and update of the emergency response plans, procedures review, and testing.
- Schedule annual audits for hazardous waste.
- Prepare and schedule daily work orders for facilities team members.
- Prepare and schedule the daily preventative maintenance assignments for the operations and mechanic teams.
- Develop monthly and annual training scheduled for multiple topics/disciplines to include facilities; DOT, MERT, First Aid, AED, Driver, Forklift, Scissor Lift, Power Jack, Install Team Training, HAZCOM, Lock Out Tag Out, and Machine Guarding. Certify and maintain all training records according to standards.
- Train new users to use either desktop or mobile version of CCMS.
- Develop training materials and procedures for associates, and train users in the proper use of software of CCMS.
Analysis & Reporting
- Provide daily, weekly, monthly, quarterly, annual reporting to management team to include:
- Realtime repair updates, monitor capture, centralize, and analyze asset labor materials and cost data from contractors to evaluate investment quality.
- Prepare written, oral, tabular, and graphic reports summarizing requirements and regulations, including enforcement and chain of custody documentation.
- Prepare regular asset specific data reports, on asset analytics, for the purpose of identifying improvements, and predicting the long-term health of assets.
- Prepare inventory reporting.
- Prepare asset uptime and efficiency reporting.
- Compile reports of resource allocations (labor, inventory, repairs, etc.), costs, and trends to management.
- Participate in the regulatory reporting process for ISN, SOC, and Raffles.
- Prepare reporting of asset utilization, streamline operations, reduce costs, improve maintenance planning, enhance tracking, data driven decision making.
- Prepare project management status reports regularly.
- Mitigate risk of failure with risk insights through reporting to management.
Finance
- Manage records to allocate vendor/contractor costs to appropriate cost centers.
- Review invoices for purchase orders issued for Facility/EHS/Security services for accurate billing, cost reduction opportunities, etc. Reconcile vendor invoices for services/products received and coordinate reporting of open invoices with the finance team.
Vendor Management
- Establish vendor profiles and ensure compliance specifications and contracts are recorded, maintained, and audited annually.
Inventory Management
- Related to facilities, notify departments when supplies of specific items are low, or when orders would deplete available supplies.
- Adjust inventory records to reflect product movement.
- Monitor inventories of products or materials.
- CCMS Inventory Control; Maintain inventories of hazardous materials, wastes, SDS, using system to ensure that materials are managed properly.
Communication
This role is a liaison with other internal teams to include, but not limited to corporate compliance, HR, facilities, operations, maintenance, and finance.
- Receive and administer communications (email, phone calls, texts) from/to internal customers and outside goods/services providers.
- Facilitate project management meetings, provide regular updates and reporting, manage timelines, etc.
- Respond to users request for assistance, communicate system changes, provide management with standard business reporting regularly, etc.
Travel
- This position may require travel to other work locations on a regular basis.
- May require overnight travel and stays of approximately 10% of total hours to attend conferences, and industry events whereby YGS is attending, presenting, or exhibiting.
Education & Work Experience Requirements
- High School Diploma or GED.
- Associate or Bachelor of Science in Business Management, Asset Management, Facilities Management, OSHA/Safety Management, Project Management, or related field.
- At least 2-4 years’ experience in project administration, or project management coordination.
- Certification in Project Management preferred.
- At least 2-4 years’ experience managing facility and/or operational programs and resources.
- At least 2-4 years’ experience managing compliance and regulatory schedules.
- Experience establishing and effectively administering CMMS.
Skills & Abilities
- The ideal candidate for this role will need to be organized, accurate, and meticulous, excel in multitasking, have an aptitude for problem-solving, be solutions driven, and proficient in communicating across a matrix of internal customers and outside vendor resources.
- Excellent communication skills, both verbal and written.
- Ability to work under pressure and meet tight deadlines.
- Comfortable with feedback and a matrix of changing needs.
- Strong project management and meeting facilitation skills. Ability to influence and collaborate with those they do not direct.
- Strong working knowledge of Microsoft Office Suite and Outlook, Excel, PowerPoint, SharePoint, etc.
- Ability to work effectively on CMMS platforms.
- Strong working knowledge of project management software and managing both small-large scale projects, and corresponding project-based budgets.
- Knowledge of OSHA, NFPA, DEP, EPA, York City/County, SOC, ISN, and other related regulatory standards.
- Experienced in the development of structured regulatory schedules and the ongoing management of regulatory certifications, permitting, testing, etc.
- Experienced in the development of structured training programs beneficial, and the ongoing management of training schedules for associates (new hires, annual trainings, certifications and recerts). Topics include but are not limited to Driver Safety, HAZCOM, Lock Out/Tag Out, Forklift, Mert/First Aid/AED, Facility Safety, etc.
- Demonstrated results in leveraging third party resources that result in tangible cost reduction/savings for the company (i.e., Raffles, ISN, etc., relationships). (Raffles – This is an opportunity that we need to better understand).
- Experienced in the management and usage of third-party vendors, project budgets, labor allocations, etc.
- Knowledgeable of project-based budgeting and reporting to include labor, resources allocations, inventory usage, turn times, etc.
- Work is performed inside and outside of the facilities.
- External environment is exposed to extreme changes in temperatures or weather conditions.
- The internal environment is not exposed to extreme changes in temperatures or weather conditions. Internal environment is regulated via systems.
- Noise level moderate to loud in operations area.
- The environment is protected with building access pass systems.
- Fast paced manufacturing environment.
- This role is subject to certain hazards in the work environment and is therefore required to use personal protective equipment such as safety footwear, hearing protection, other PPE may be required depending upon the hazards such as eye protection, respirator, apron, gloves, etc.
- This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.
- Frequent travel between work locations is necessary.
- Periodic travel to attend industry conferences, and training. Minimal overnight travel.
Physical Demands
Physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
- This position requires the individual to work in a sedentary capacity. This position will be required to work at a computer for extended periods of time. This is approximately 80% a sedentary role with the balance of time required to interact with others in person or via electronic means.
- The individual in this position needs to move about inside both the office and manufacturing areas to access files, communicate with team members, and other individuals, to complete assignments, etc.
- Regularly operates a computer and other office machinery, such as a calculator, copy machine, and computer printer, as needed.
- The person in this position frequently communicates with coworkers, vendors, and business partners to complete work assignments.
- The position will require the ability to communicate, speak, hear, see, sit, bend, stand, stoop, walk, push, pull, lift, lower, grasp, position body to complete work, as necessary.
- Carry weight, lift (to a height of 3-4 feet) transfer, position, move, materials up to up to 20 pounds, regularly.
- The ability to control operations of systems.
- Some travel may be required to other company locations, vendor locations, attend meetings, and events, as assigned.