Manager, Facilities and Equipment','683097','Mar 13, 2018','!*!The Permanente Federation (the Federation) is the national leadership and consulting organization for the more than 22,000 physicians of the Permanente Medical Groups. Together, the eight Permanente Medical Groups care for more than 12 million **MEMBERS ONLY**SIGN UP NOW***. members across the country in Hawaii, California, Oregon, Washington, Colorado, Georgia, Virginia, Maryland, and the District of Columbia. We serve as the national partner on behalf of the Permanente Medical Groups with Kaiser Foundation Health Plan and Hospitals (KFHP/H) on a variety of initiatives. The Manager, Facilities and Equipment manages the facilities occupied by the Federation, as well as the equipment used by its employees. This role ensures day-to-day facility operations run smoothly, and that company assets are procured and administered in a cost-efficient and effective manner.
Essential Responsibilities:• Provide excellent customer service to employees, other KP personnel, and equipment vendors to ensure service needs are met timely.• Work as the “first responder” providing immediate response to Federation concerns, questions, challenges, and problems as they related to facilities and equipment.• Act as a liaison to Program Office, including Facilities Services, IT, and Security. • Supervise the maintenance and alteration of office areas.• Plan and coordinates all moves, furniture and equipment installations, and refurbishments.• Request ergonomic assessments for employees and implement recommendations.• Analyze invoices and prepare invoices for payment (e.g., Staples, ATT, and Verizon).• Maintain Federation Distribution Lists in Outlook, office space list, Federation/CMI telephone directory.• Manage logistical transition issues for incoming and exiting employees, including space, name plate, desktop phone, security access badge, ergonomic assessment, business cards, office supplies, and audio and web conference call lines, if needed.• Maintain office and furniture keys for Federation employees located in the Ordway building.• Ensure that premises to meet health and safety standards.• Coordinate with Program Office Facilities for quarterly Federation New Employee Safety and Security Orientation.• Manage procurement of equipment for employees, including analysis of requirements, equipment contracts, specifications, and cost (e.g., computers and accessories, software, mobile phones, monitors, multi-function machines, printers, and peripherals); manage equipment budget of approximately $70,000 per year.• Manage and maintain internal process of deployment and tracking of equipment (purchase through retirement). Work with KPIT using Asset Track and IOS applications, to:• Monitor Federation assets in the database, ensuring all attributes are complete, accurate, and regularly maintained;Match and audit invoices with purchase orders, purchase requisitions, and receipt of goods or services;Scan new laptops and monitors into Asset Track using the IOS application. Monitor mobile phone plans to ensure employees are using the most appropriate plan.• Advise and change mobile phone data rate for employees traveling outside of USA to reduce costs. • Participate with HR in the employee onboarding and offboarding to ensure company assets are distributed and collected appropriately. • Act as liaison with KPIT for IT related needs.• Develop and foster business partnerships with both internal and external customers and vendors. • Document and maintain policy and procedure for managing and use of company facilities and equipment.• Draft and edit routine correspondence and reports.• Recommend methods and procedures to improve specific task-related activities and functioning of facilities and asset management.• Ensure compliance with organization policies and procedures and support compliance with the KP Principles of Responsibility by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, and reporting non-compliance. • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications, and establishing personal networks.• Performs other duties and projects as assigned.','!*!Basic Qualifications:Experience• Minimum five (5) years of progressive responsible experience in a self-directed corporate environment in the Facilities Management or operations area, preferably in a health care setting. Education• Bachelor’s degree in business administration or related fieldLicense, Certification, Registration• N/A.Additional Requirements:• Work effectively within a team with an exceptional client service culture• Must have excellent problem solving, analytic, and critical thinking skills.• Demonstrates strong work ethic and integrity.• Excellent verbal and written communication skills• Must be organized with attention to detail and accuracy • Ability to collaborate and build relationships with individuals both within and outside the organization.• Knowledge of basic accounting and finance principles.• Make sound decisions in all aspects of the role, including but not limited to evaluating the costs and benefits, or pros and cons, then implementing option chosen.• Ability to adapt to the changing needs of the work environment.• Manage multiple tasks, and deadlines. • Proficient in Microsoft Applications, Office 365, Lotus Notes, One Link.• Must have a professional appearance and demonstrate professional maturity.
Preferred Qualifications:• Experience with various system or programs used by the Federation including: Office 365, One Link, asset tracking software, and KPIM• Equipment management or IT experience is preferred.• Customer Service Request System (CSSR).• Previous KP experience preferred.','California-Oakland-Ordway One Kaiser Plaza','40','40','Day','Day','Mon-Fri','Mon-Fri','8:00AM','8:00AM','5:00PM','5:00PM','Full-time','Standard','Regular','Non-Union, Non-Exempt','Non-Union, Non-Exempt','Manager with Direct Reports','Facilities Services','The Permanente Federation','The Permanente Federation','No','','External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.','Manager, Facilities and Equipment