Facilities Supervisor II (Small Office)

Overview

Office manager overseeing facilities, safety, admin and IT support for Billings office.

Key Responsibilities

• it ticketing
• security system
• facilities budget
• fire drills
• laser scanning
• safety badging

Tasks

-Upon identification of Billings connectivity/ server issues, expedite submission of ticket and notification of IT support. Monitor status. Act as onsite conduit to help desk/ IT. Communicate with Billings office with updates. -Manage FedEx shipments and mail for office. -Maintain employee safety/ badge qualifications statuses per client site. Monitor this and notify employee when expirations are approaching in case updates are desired by team. -Purchase and coordinate sympathy cards and arrangements. -Maintain office and responsibilities in the most costefficient manner. Review the current budget and provide recommendations to local Operations/Portfolio Director and USW Facilities Manager, as applicable, on any optimizations, potential for energy savings, etc. -Receive computers to Billings office for new hires. Help support setup of monitors and basic equipment. -Schedule and conduct office fire drills. -Inspect building cleaning and communicate with cleaning company. -Manage building security system. Identify any possible security issues and provide recommendations for improvement. -Maintain spreadsheet of client site access/ badging requirements. -Compile annual Excel facilities budget for Billings and Bismarck offices. Coordinate with US West Facilities Manager. Control and report on monthly facilities and supplier expenditure. -Maintain company cars. -Manage employee drug and alcohol screening and background checks. -Assist in the development and implementation of strategies to keep building safe (includes AED and fire extinguisher inspections, setting up first aid/ CPR safety training for office emergency response leads, etc.). -Keep Office Playbook updated with important employee information. -Facilitate IT tickets (input into Worley system) to assist team members. Escalate to key Worley IT staff, if needed. -Coordinate miscellaneous orders for lunches, catering, etc. for team/ client lunches. Submit expense reports. -Provide appropriate planning solutions to senior management for future office requirements / moves. -Identify any facilities issues highlighted requiring further investigation. Develop for approval and / or manage the expenditure of maintenance projects within budget. -Ensure that floor plans are updated. -Work with IT on stockroom/server room audits. Act as the coordinator to provide office access with 3rd party IT support when Worley assigns. -Maintain safety gear and supplies to support team members’ trips to client sites. -Liaise with local team members on an ongoing basis to ensure that all building maintenance issues are being reported and resolved in a timely manner. Coordinate any items needing attention with property owner and his preferred local contractors and supervise work is completed satisfactorily. Act as primary communicator with property owner and build key relationship. -Assist with coordination of telephones; communications; conference room IT equipment; photocopiers, etc. -Work with the local Operations/Portfolio Director to manage the staffing forecasts against available space. Support Hot Desk initiative and train new staff to use the system/app, as needed. Monitor hot desk locations for furniture, monitors, etc. -Assign training in required client and 3rd party systems as needed. Update credentials in client systems for badging requests. -Ensure furniture meets needs of staff and is maintained and ergonomic, hang white boards, etc. -Perform and document bimonthly inspections. -Request Certificates of Insurance (COI) from Worley contact for Billings and Bismarck clients. -Assist employees with basic computer issues and support interim needs, where able, based upon what Billings office has in inventory (headset, charger, etc.). -Assist employees with timecard issues. -Design, order, and manage yearly holiday cards for clients. List is coordinated with portfolio managers. -Review and enter all invoices via ticket to Accounts Payable in a timely manner. -Coordinate social functions (potlucks, holiday gathering, etc.). This includes development of budgets for approval, as applicable. Submit expense reports, as necessary. -Work with the R3 coordinator and Operations/Portfolio Director to ensure all location emergency provisions/ procedures are in place. -Organize and place orders for any needed office/ bathroom supplies, break room snacks, kitchen supplies, etc. -Maintain laser scanning equipment by supporting team’s direction for annual calibration, maintenance, shipping to project locations, etc. -Work with internal Worley parties to ensure utility usage data is shared for the facilities. -Support team travel arrangements, if needed.

Requirements

• document control

What You Bring

-Have aptitude to crosstrain in document control, if opportunity presents.

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About Worley

-Expanding globally through steady growth and acquisition. -Broadened reach in Canada, China, the U.S., and beyond. -Merged with Parsons E&C in 2004. -Delivers full-lifecycle services from concept to decommissioning. -Partners on major global projects across energy, chemicals, resources, and power. -Innovates in low-carbon energy and carbon capture. -Large-scale direct air capture engineering in the U.S. -Unified subsidiaries under single identity in 2023, reinforcing integrated engineering model.

Sector Specialisms

Security Clearance

-manage employee drug and alcohol screening and background checks.