Senior Facilities Specialist

Job Description

Job Purpose/Summary: The Senior Specialist, Workplace Operations & Governance ensures the operational and financial integrity of our facilities. This role manages the complex intersection of vendor ecosystems, procurement workflows, and site services to maintain compliance, cost discipline, and business continuity across multiple sites.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Core Responsibilities

• Financial Operations & Governance: Coordinate site support activities by partnering with internal teams to identify operational needs for equipment, services, and materials while managing complex SAP purchase requisitions (PR), internal request forms, vendor invoice audits, and daily maintenance of the OPEX data tracker.
• Access Control & Security Administration: Manage the site badge and access control systems. This includes independently handling new badge creation, deactivating badges, adjusting access levels, and running security compliance reports.
• Facilities Operations Coordination: Coordinate day-to-day operational support and service execution for 25+ active facility service providers, including HVAC, Electrical, Janitorial, Landscaping, and Waste Management, serving as the operational liaison for site activities while partnering with procurement and internal stakeholders on commercial matters including pricing, scope changes, renewals, and dispute resolution to support site requirements and operational continuity.
• Workplace Logistics & Inventory: Fully own day-to-day site logistics. This includes placing Aramark orders, managing janitorial inventories and daily inquiries, coordinating Cater2Me, and processing corporate mail.
• Cross-Functional Partnership: Collaborate with HR to handle the facility needs for their programs. and corporate activities. Collaborate with Finance, IT, and Legal to ensure site readiness for leadership visits.
• Site Compliance & Readiness: Conduct proactive site walks across the Irvine campus (including Waterworks) to identify maintenance needs, ensure safety compliance, and maintain a "corporate casual" site aesthetic.

Required Skills & Capabilities

• Operational Ownership: High level of autonomy with the proven ability to manage multiple facility priorities and site logistics independently.
• Facilities Operations Coordination: Ability to coordinate day-to-day operational support and service execution across diverse facility service providers, including HVAC, Electrical, Janitorial, Landscaping, and Waste Management, while effectively collaborating with procurement, vendors, and internal stakeholders to support site operations, service continuity, and issue resolution.
• Financial & Procurement Acumen: Deep understanding of corporate procurement workflows, with hands-on experience managing purchase requisitions, vendor invoicing, and budget tracking (SAP experience highly preferred).
• Cross-Functional Communication: Direct and organized communicator capable of partnering effectively with Finance, HR, IT, and Legal to ensure operational alignment.
• Governance Enforcement: Strong capability to enforce workplace standards, access control policies, and operational procedures across multiple sites without requiring micromanagement.

PR: $50 - $55/hour

Skills and Requirements

Qualifications & Physical Requirements:

• Experience: 5+ years in workplace operations, facilities management, or a high-level administrative role within a corporate environment.
• Technical Proficiency: Advanced expertise in Excel (data tracking/budgeting), PowerPoint, Outlook, and Word.
• Physical Demands: Ability to lift 15 lbs., stand for long periods during events, and walk between campus buildings for site checks.
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM.

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 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 the recruiting process, please send a request to [email protected].