Business & Facilities Manager

University of Michigan

Ann Arbor, MI

ID: 7236861
Posted: April 18, 2024
Application Deadline: Open Until Filled

Job Description

Essential Functions for this position are followed by an (E).

As the Business and Facilities Manager, this position's key responsibilities include, but are not limited to, the following:

Facilities Management (60%)

Liaise with landlord on various facility matters including maintenance, cleaning, lighting, safety and other issues as they arise (E)
Manage the coordination of building space allocation, layout and facility expansion (E)
Work with the CFO to plan budgets and schedule facility maintenance and modification, including cost estimates (E)
Establish, maintain and utilize various vendor relationships for proper use and function of the facilities (E)
Work with CFO and other necessary staff to manage vendor contracts for the facility (E)
Inspect office space for safety violations and effect modification, working with the CFO to correct any issues that arise (E)
Manage preventive maintenance of facility equipment, office equipment and vendors shared with landlord (E)
Make recommendations for changes to improve office organization and operations, supervise office inventory and the office supplies procurement processes (E)
Inspect contractor's progress and final work products, working with Finance to ensure approved invoices are properly paid (E)
Respond to all after-hours facility emergency notifications, escalating to CFO, President and working with vendor(s) for a quick solution, when necessary (E)
Business Support (20%)

Provide on-the-job-training, monitoring and coaching to directly supervised personnel (E)
Work with Shipping & Receiving personnel to ensure company assets are responsibly maintained, correctly recorded in the database and properly disposed of at the end of life (E)
Maintain leases and University contracts for office equipment (E)
Conduct research into landlord costs, equipment and/or asset status or other applicable data as needed for ad hoc reporting and analysis (E)
Work with CFO and other necessary staff to manage vendor contracts for the facility (E)
Establish, improve and/or maintain procedures for the Facilities area
Provide backup for Shipping & Receiving personnel for all fleet maintenance
Special Projects: (20%)

Lead annual Insurance policy renewal (E)
Collaborate across the organization to provide necessary insurance information and documentation (E)
Work with affected employees, insurance brokers, etc. as needed to document, submit and finalize any insurance claims (E)
Manage Merit's Internship Program, coordinating needs with management and working with Merit Human Resources to on-board and off-board interns for each program cycle (E)
Explore and attend various job fairs, working with various management when appropriate, to promote Merit's Internship Program (E)
Manage Merit's Apprenticeship Program, coordinating needs with management and working with Merit Human Resources to on-board and off-board apprentices for each program cycle (E)
Perform other duties as requested by the CFO
Other Duties

This job description is not designated to cover a comprehensive listing of activities, duties, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications*
Bachelor's Degree in Business preferred and a minimum of 3 to 5 years of experience in performing facility management functions, or an equivalent combination of education and experience
Ability to organize and coordinate a large and diverse workload with attention to detail and meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change
Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude
Ability to manage conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Strong problem-solving, decision-making, analytical, organizational and critical thinking skills
Excellent interpersonal skills including the ability to work cooperatively with staff from various departments
Ability to determine when to act independently and when to refer issues to the CFO
Excellent verbal, written and interpersonal communication skills with a strong customer focus and an ability to interact with a wide variety of individuals in a professional manner
Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Gmail
Ability to collaborate and work as a team player. Assistance with workload(s) outside of defined job descriptions is expected
Excellent work ethic and commitment to the mission of the organization
Experience working in a fast-paced professional environment and ability to work under pressure independently and in teams
Desired Qualifications*
Knowledge of University policies, procedures and regulations, and of the university administrative and functional organization
Proficiency with the NetSuite ERP system
Experience in a networking or telecommunications organization
Experience managing an internship and/or apprenticeship program
Experience in building/space management