Facilities Specialist

Status

Summary

The Facilities Specialist’s responsibilities will include billing, invoice processing, and budget tracking for multiple locations (including the corporate campus, regional offices, and technical training centers). The Facilities Specialist will manage a high volume of service tickets for facilities, safety, and security. 

The role involves supporting facility related projects including facility construction, renovations, upgrades and repairs.  The Specialist will administer and track facilities contract approvals through the company’s Legal Assistance Request Portal (LDAR), aid in tracking corporate insurance programs and support business continuity planning efforts.

Major Responsibilities

1st Priority - 25%

Departmental Budget Tracking: 

• Process facilities related billing invoices; maintain and compile reports for various accounts and monthly/quarterly and annual budget analysis.  
• Coordinate all facilities-related expenses (purchase of goods/services, receipt of invoice, manage and track project budget).

2nd Priority - 25%

Facility Initiatives Support:

• Assist with Facilities Construction Projects, schedule adherence, and budget performance. 
• Support vendor selection and vendor management. 
• Support Life and Safety Programs including safety trainings, updates to the Business Continuity Planning (BCP), and other compliance needs. 
• Ensure compliance with all Safety & Security Policy and protocols for all team members, contractors and onsite vendors. 

3rd Priority - 25%

Contract, Budget & Vendor Management: 

• Assist with the preparation/execution of contract and lease terms with vendors and submit Legal Assistance Requests through LDAR in compliance with the purchasing policy. 
• Assist with budget management through tracking and processing PR/PO’s. Process all assigned invoices in a timely manner. Complete monthly budget analysis, accruals, and ad hoc reporting.  
• Assist with on-going tracking of facility related corporate insurance programs.

3rd Priority - 20%

Facility (Campus/Regions/TTC) Support: 

• Manage a high volume of facilities-related work orders by initiating a service ticket. Delegate to the appropriate vendor and manage work orders to closure, including communicating with employees.
• Conduct regular facility inspections and walk-throughs to ensure optimal operation, manage daily performance of property management partner (HEA), and promptly document and address any maintenance issues.
• Support efforts around space planning at HQ. Partner with HR team to assign seating arrangements for new hires, transfers, and contractors. 
• Maintain up to date visual directory for HQ campus.
• Support regional and training center relocations and facility maintenance issues, as they arise.  
• Invoice processing and generation, including monthly common area maintenance (CAM) billings for our subsidiaries

4th Priority - 5%

Ad hoc:

• Provide cross-functional support to General Affairs team as needed

Education/Certification

• Bachelor’s degree or equivalent work experience required.  

Overall Experience

• 5-7 years related experience required.

Directly Related Experience

• 3 – 5 years budget/billing management experience required. 
• 3 – 5 years building facilities experience preferred.

Other Requirements

• Work schedule is in-person at the Kia America Irvine campus
• May work additional hours outside of normal business hours as required by the job, including weekends or holidays
• Perform other duties as assigned
   

Skills

Competencies