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Facilities and General Affairs Manager

Location: Hillsboro, Oregon, United States
Job ID: 45495
Date Posted: May 22, 2020
Segment: High-Tech
Business Unit: Hitachi High-Technologies
Company Name: Hitachi High-Tech America, Inc.
Profession (Job Category): Repair & Maintenance
Job Type (Experience Level): Experienced
Job Schedule: Full-time
Remote: No

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Description


NOTE: RELOCATION ASSISTANCE NOT AVAILABLE.


Position manages, maintains and coordinates all operational activities related to company-wide building leases, facilities management, company fleet vehicles/cell phones, insurance claims, and other general affairs requirements as needed.  Oversees the coordination of building space allocation and layout, and facilities expansion.  Manages contract negotiations and processing of company fleet vehicles.  Responds timely to general insurance incidents and general insurance-related inquiries.  Serves as the main contact to HRGA management on all General Affairs’ matters.  Although the scope of this position is company-wide, this position will act as the first point of contact for local Oregon facilities and GA needs.

 

Position will manage General Affairs’ (GA) staff responsible for delivery of GA policies, local facilities support, programs, assets, and related services.  Responsibilities also include the negotiation and partnership, as well as relationship building, with internal business groups and external vendors and contractors.

 

Building Leases/Building Projects:

  • Manage the overall company building leases including maintenance, as well as the overall plan from construction of the project to move-in, for all HTA locations.   
  • Coordinate planning, construction, budgets, and schedules for facility modifications.    
  • Coordinate with external contractors and project managers, as needed.
  • Develop cost estimates of assigned projects; prepare spreadsheets, verify invoice accuracy and approve for payment.
  • Interpret and prepare project plans, specifications, contracts/subcontracts, daily correspondence, and other project related documents.
  • Manage productive relationships with third parties including architects, engineers, subcontractors, suppliers, and company personnel involved with the project. 

Facilities:

  • Ensure the timely maintenance of all office building operations and systems, including coordination of preventative and maintenance work.  Must be willing to be hands-on, as required.

  • Manage building/office security including third party security staff and building access.

  • Facilitate and oversee emergency repairs, maintenance and response to alarms as needed; report to general insurance as required.

  • Oversee the work of outside contractors at the property to ensure compliance with contractual agreements, codes, and safety considerations. 

     

    Company leased vehicles:

  • Manage, maintain, and coordinate operational activities concerning corporate leased vehicles including modifying and communicating policies and procedures, negotiating lease contracts, manage billing, and manage deployment and budget.
  • Answer employee questions about ordering, terms, costs, policies/processes, and approve maintenance requests above a threshold.
  •  Oversee on-line Driver Safety Program Oversee annual MVD check for employees with fleet vehicle or receiving car allowance.
  • Respond to employee accidents providing direction and follow-up as required.
  • Coordinate policy and program updates as needed. 

Cell Phones:

  • Manage company cell phone program.

  • Coordinate policy and program updates as needed.

     

    General Insurance:

  • Coordinate day-to-day general insurance requirements such as requests for certificates of insurance, claim follow-up, and related items. 

Other - General:

  • Act as coach and advisor to direct report(s).
  • Identify and suggest improvement opportunities aimed at efficient and cost-effective delivery of related products and services.
  • Create and manage budget for respective areas.
  • Partner with management to support meeting business goals and objectives as relevant.
  • Negotiate and partner with third party vendors/suppliers ensuring compliance with related laws/regulations; and security cost effective/efficient delivery of products/services.
  • Facilitate Rapid Reach System testing and sending out communications, as required.
  • Oversee outsourced security companies supporting HTA locations.
  • Oversee outsourced janitorial services supporting HTA locations.
  • Partner with IT in support of the employee badging process supporting HTA locations.
  • Partner with EHS in support of required safety measures.
  • Performs other duties as assigned. Works overtime as required.  Must be available to cover GA related items 24/7, if required.

Qualifications

  • Bachelor’s Degree with a background in business or related area; or equivalent Certified Facility Manager designation; or equivalent years of experience.

  • Minimum of 7+ years Facility/Project management experience including managing multiple projects and remote personnel.

  • Computer Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) required.

  • Some Travel Required.

  • Ability to perform work accurately and thoroughly; attention to detail.

  • Customer service oriented.

  • Excellent verbal/written communication and time management skills.

  • Ability to manage multiple projects/tasks simultaneously; strong project management skills.

  • Demonstrate a strong sense of urgency, high level of energy, and adaptability to a fast paced and changing environment.

  • Critical thinking, sound decision-making.

  • Ability to influence and negotiate.

  • Ability to assimilate information and analyze financial data; project cost analysis.

  • Organization-ability to maintain proper files/records and ability to prioritize tasks and work.

  • Maintains confidentiality and integrity.

  • Demonstrated team player and customer/service oriented.                                 

 

 

Equal Opportunity Employer (EOE) – Females/Minorities/Protected Veterans/Individuals with Disabilities

 

 

 

 

 

 

 

 

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