Facilities Supervisor II (Small Office)

Overview

Manage office facilities, safety, admin, and IT liaison for Billings office.

Key Responsibilities

• shipments
• inspections
• badge management
• budget management
• it coordination
• security system

Tasks

-Manage FedEx shipments and mail for office. -Perform and document bi-monthly inspections. -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. -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. -Schedule and conduct office fire drills. -Inspect building cleaning and communicate with cleaning company. -Maintain office and responsibilities in the most cost-efficient 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. -Maintain spreadsheet of client site access/ badging requirements. -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. -Provide appropriate planning solutions to senior management for future office requirements / moves. -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. -Assign training in required client and 3rd party systems as needed. Update credentials in client systems for badging requests. -Identify any facilities issues highlighted requiring further investigation. Develop for approval and / or manage the expenditure of maintenance projects within budget. -Work with IT on stockroom/server room audits. Act as the coordinator to provide office access with 3rd party IT support when Worley assigns. -Ensure that floor plans are updated. -Effectively manages and resolves the conflict between individuals and/or groups. -Negotiates successful outcomes that achieve the required objectives and have the support and acceptance of all parties. -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. -Maintain safety gear and supplies to support team members’ trips to client sites. -Design, order, and manage yearly holiday cards for clients. List is coordinated with portfolio managers. -Assist with coordination of telephones; communications; conference room IT equipment; photocopiers, etc. -Receive computers to Billings office for new hires. Help support set-up of monitors and basic equipment. -Ensure furniture meets needs of staff and is maintained and ergonomic, hang white boards, etc. -Request Certificates of Insurance (COI) from Worley contact for Billings and Bismarck clients. -Facilitate IT tickets (input into Worley system) to assist team members. Escalate to key Worley IT staff, if needed. -Assist employees with basic computer issues and support interim needs, where able, based upon what Billings office has in inventory (headset, charger, etc.). -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. -Assist employees with timecard issues. -continuously improve Worley health, safety and performance. -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. -Work with internal Worley parties to ensure utility usage data is shared for the facilities. -Maintain laser scanning equipment by supporting team’s direction for annual calibration, maintenance, shipping to project locations, etc. -Coordinate miscellaneous orders for lunches, catering, etc. for team/ client lunches. Submit expense reports. -Manage building security system. Identify any possible security issues and provide recommendations for improvement. -Support team travel arrangements, if needed.

Requirements

• hs diploma
• ms office
• leadership
• facilities mgmt
• multitasking
• document control

What You Bring

-Efficient and able to multi-task and proactively manage change. -Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules and cost. -Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring and supervisory skills. Must be able to build, motivate, develop and manage an effective team. -Strong senses of initiative, accountability, judgment. -HS Diploma or equivalent GED. -Highly competent in MS Office Suite. -Understands Worley Vision, Purpose & Values, translates it into team goals and objectives, and gains team commitment to achieving those goals and objectives. -A multi-tasker who enjoys variety and wearing multiple hats! Excellent planning, organizational and communication skills, and confidence in dealing with all levels in organization to support small Worley office. -Understands how the business delivers value to shareholders, what drives profitability and what increases growth. -Strong sense of confidentiality desired. -Previous experience in the same or similar role, including experience in office/ facilities management position. -Effective relationship building skills. A person who likes to interact with Worley teams (locally, Bismarck, and via Teams), property owner, contractors, IT support, etc. to find solutions and optimize support to Operations team. -Have aptitude to cross-train in document control, if opportunity presents. -Able to make difficult decisions and lead and manage others in changing business conditions.

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Benefits

-healthy, safe, and professional workplaces and activities; and -personal well-being.

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

-background checks required for all candidates who accept an offer of employment.