Job Description
We are seeking a highly organized, detail-oriented, and technical individual with 3+ years in operations
to join our team as a facilities specialist. The successful candidate will be responsible for providing
comprehensive facilities support to streamline operations and facilitate efficient workflow. This role will
involve managing a variety of tasks, including purchase order management, site communication, service
request coordination, budget control, mail management, and customer issue resolution. The ideal
candidate will be proactive, adaptable, and capable of multitasking in a fast-paced environment.
Responsibilities:
Purchase Order Management:
Coordinate the creation of named purchase orders, providing necessary details such as
proposals and cost center information.
Liaise with Procure-to-Pay (P2P) department to ensure the timely processing of purchase
orders.
Maintain accurate records of purchase orders and related documentation.
Project Delivery:
Manage capital/non-capital projects as requested by JNJ while implementing best practices
that mitigate risks and reduce costs.
Service Request Coordination:
Manage service requests originating from Gemba walks, ensuring prompt opening and
monitoring of execution.
Provide feedback on service request status and resolution to stakeholders.
Manages relationships with vendors by performing job walk-downs, coordinating logistics,
processing POs, overseeing work orders, and evaluating performance.
Budget Control:
Aid in budget management by generating quarterly expenditure reports for review.
Monitor spending and identify areas for cost-saving measures to prevent overspending.
Customer Issue Resolution:
Act as a central point of contact to receive direct notifications from customers regarding
issues.
Open service requests and coordinate resolution with relevant departments or external
vendors, as necessary.
Hands-on engagement with facilities management also includes regular inspections of
building to identify and address repairs promptly, ensuring a safe and well-maintained
environment.
Liaise with different internal departments to improve performance and work efficiency.
Maintain client engagement communications.
Metrics Management and Data Analysis:
Utilize high proficiency in Microsoft Excel to create and maintain operational performance
dashboards.
Gather relevant data from various sources to track key performance indicators (KPIs) and
metrics.
Analyze trends and performance metrics to identify areas for improvement and make
recommendations for optimization.
Collaborate with stakeholders to ensure that the dashboard provides actionable insights to
support decision-making processes.
Regularly update and refine the dashboard to reflect changes in business priorities and
objectives.
Works on moderately complex problems where analysis of situations or data requires an in depth evaluation of various factors.
Compile and tabulate statistical data; compile information from various sources and prepare
appropriate forms, schedules, and reports; list, abstract, or summarize data; input and
review data and prepare special and periodic reports related to an assigned project and/or
program.
Other:
Create and take part in meetings and presentations with leadership.
Drive standardization efforts including new initiatives, data collection, and processes.
Work with vendor supports and leadership to promote alignment, standardization, and
continuous improvement of site services.
Exercises judgement within generally defined practices and policies in selecting methods,
techniques, and evaluation criteria for obtaining results.
Assist in planning, design, and implementation of program elements that support service
delivery; participate in processes to define scope and schedule services and activities;
participant in implementation processes.
Participate in the development and implementation of goals, objectives, policies, and
priorities for assigned program areas; research, implement, and administer policies,
procedures, and changing business practices and processes for assigned area; develop and
maintain handbooks, forms, and related policies and procedures.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] .
To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: .
Skills and Requirements
Bachelor's degree preferred in field or similar
Proven experience in administrative support roles, preferably in a fast-paced environment.
Strong organizational skills with the ability to multitask and prioritize tasks effectively.
Excellent communication skills, both written and verbal.
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines
with short-and-long term end dates.
Proficiency in Microsoft Office suite (Word, Excel, Outlook) and other relevant software
applications.
Ability to work independently with minimal supervision and collaborate effectively within a
team.
Attention to detail and accuracy in data entry and record keeping.
Experience with budget management and procurement processes is a plus.
Ability to adapt to different people, situations, and changing priorities with grace and flexibility
as well as demonstrating an appropriate sense of urgency.
Experience conducting building inspections/facility condition assessments. General knowledge of facilities-related services, both hard and soft services as well as facilities related acronyms is a plus. null
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion,sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military oruniformed service member status, or any other status or characteristic protected by applicable laws, regulations, andordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [email protected].
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