Job Description

The Operations Support Representative is essential in maintaining a seamless operational flow within Facilities physical work environment. This multifaceted role demands a proactive and diligent approach to facility coordination, proactive maintenance management, vigilant safety oversight, and effective vendor communication. The representative is pivotal in facilitating the smooth operation of the company's facilities by managing parking logistics, processing, and executing work orders, supporting conference room services and board meetings on executive level, coordinating with contractors, processing invoices and expense reports to ensure accurate financial tracking and timely payments and delivering a broad spectrum of critical support functions. Additionally, this position provides continuity in the event our Facilities’ Supervisor or staff are out of the office for an extended period of time. This role is vital in ensuring that our workplace is safe, efficient, and well-maintained, thereby contributing to the overall productivity and success of Facilities Maintenance Operations.

Job Responsibilities

Functional Expertise:

• Assess and allocate work orders in accordance with service scope, guaranteeing prompt and efficient resolution by the Facilities team, and offer detailed floor plan information to internal clients as needed.

• Process invoices, expense reports, and related financial documentation accurately and timely in accordance with company policies and budget requirements. Track expenditures, reconcile vendor invoices, and maintain records to support budget management and financial reporting.

• Maintain an up-to-date visitor kiosk, ensuring an accurate and current directory of employees is accessible for both staff and visitors.

• Manage Marta Card administration from request submission through activation, including reviewing and approving requests in Cool Compliance, processing Microsoft Forms, maintaining accurate system records, coordinating with Marta representatives for invoicing, and providing timely status updates to card recipients.

Business Acumen:

• Remain acutely aware of industry trends, corporate updates, and external factors that could impact operational efficiency. This includes supporting business developments that may influence day-to-day operations, and strategically adapting processes to align with organizational goals.

• Support thorough daily inspections of the premises, concentrating on janitorial standards and workspace conditions, to ensure the environment is consistently clean, orderly, and adheres to safety regulations. This approach maintains Facilities commitment to a healthy and secure workplace.

• Leverage a deep understanding of technical and business principles to navigate and resolve operational challenges effectively. This entails identifying and troubleshooting issues as they arise and analyzing patterns that may lead to future obstacles. Ensure timely escalation of critical issues to management, providing well-considered solutions and recommendations to facilitate informed decision-making.

Engagement:

• Foster a culture of proactive engagement by initiating direct conversations with customers to precisely understand their needs and specifications for work orders. Maintain a transparent and open line of communication throughout the process to ensure expectations are met or exceeded.

• Regularly provide insightful feedback to management regarding the operational implications of ongoing and proposed projects. Actively contribute ideas for process enhancements, leveraging a deep understanding of daily operations to identify areas for efficiency gains and improved service delivery.

• Exhibit exceptional communication skills, both verbal and written, to articulate complex ideas clearly and persuasively across different levels of the organization. Tailor communication strategies to effectively reach and engage diverse audiences, ensuring clarity and understanding.

• Embody and champion the Company's core values of inclusion, integrity, safety, and superior performance. Cultivate a respectful and inclusive work environment that values and encourages the contributions of all team members, fostering collaboration and a shared sense of purpose.

Driving Results:

• Diligently track and analyze key performance indicators, taking personal responsibility for meeting and surpassing established targets. Employ a results-driven approach to ensure that all tasks and projects contribute positively to the organization's objectives

• Proactively identify opportunities for process optimization and lead initiatives aimed at streamlining operations, enhancing productivity, and delivering superior results. Champion innovation and continuous improvement as a means to drive operational excellence.

• Adhere to all corporate policies, procedures, and internal controls. Regularly review practices to ensure compliance, mitigate risks, and uphold the highest standards of corporate governance and ethical conduct.

Qualifications

Education, Certifications/Licenses:

Required:

• High School or GED

Preferred:

• Bachelor’s or equivalent combination of education and experience

Related Work Experience:

Required:

• 3+ years progressive experience in property, office and facility management, in large complex enterprise environment

Specific Skills & Knowledge:

Required:

• Exceptional communication and customer service skills
• Collaborate with the Operations Supervisor to manage operating expenses and develop cost-saving strategies
• Apply technical expertise to support project coordination efforts
• Ensure adherence to organizational policies and compliance among staff

Working Conditions/Physical Requirements:

• No overnight travel required.

• This role occasionally involves reaching above shoulder level, bending, kneeling, crouching, or crawling.

• Occasional lifting of items weighing 25-50 pounds may be required.

• Work is primarily conducted in an office setting.

Disclaimer:

This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified disabled individuals for performance of essential duties and responsibilities.