Facilities Administrator - Hybrid

Tokio Marine North America Services; Bala Cynwyd (PA); On-site; USD 60,000 - 86,000; Full time

Job summary

An established industry player is seeking a Facilities Administrator to enhance operational efficiency across multiple sites. This role involves supporting office relocations, managing vendor contracts, and ensuring compliance with safety and budgetary standards. The ideal candidate will possess strong project management and negotiation skills, along with proficiency in tools like AutoCAD and OfficeSpace. Join this dynamic team to contribute to innovative facility solutions that meet evolving organizational needs while fostering a collaborative work environment.

Qualifications

• 5-7 years of multi-site facilities and management experience.
• Strong project management and negotiation skills required.

Responsibilities

• Assist with office relocations and vendor contract negotiations.
• Maintain office equipment inventories and budgetary data.

Skills

Project Management

Communication Skills

Negotiation Skills

Customer Service Orientation

Risk Assessment

Interpersonal Skills

Education

Bachelor's Degree in related field

Tools

AutoCAD

OfficeSpace

Microsoft Office

Job description

3 weeks ago Be among the first 25 applicants

Provides support to TMNA group companies including areas of facilities, security, lease administration, office equipment, furniture and fixtures and general vendor services.

Essential Job Functions:

• Assists the VP of Facilities and Corporate Facilities Manager with office relocations, expansion and scheduling installations of services and support structure in conjunction with office support staff, local management, and vendors.
• Negotiates field office lease agreements in accordance with group company initiatives and budgetary guidelines.
• Participates in site evaluation process for office locations and incorporates communication with Group Company business/HR partners to contribute to space design and layouts.
• Assists in architectural, layout and MEP documentation to maintain Group Company standards
• Maintains office equipment and asset inventories and lease schedules; to include scheduling equipment installations, upgrades and replacements.
• Assists in the negotiation of all vendor service contracts for the group companies and ensures compliancy from the vendors to meet requirements and SLAs.
• Coordinates internal staff relocations, office furniture purchase, installations, and changes as required with vendors and internal support staff.
• Organizes and effectively communicates the office location set-up, relocations and redesign as needed to meet the group company requirements.
• Administers the tools for OfficeSpace program and space management and floor plan design along with staff updates and changes as needed.
• Ensures the payment of facilities invoices and rent payments relative to lease terms and services for each site and accurate entry of Prolease requirements.
• Provides budgetary data and monitors expenditures within the scope of facilities and related projects.
• Reviews real estate contracts for accounting and recordkeeping as well as identification of key dates and clauses in lease documents.

Qualifications:

• Bachelor’s Degree in related field.
• 5 – 7 years progressive, multi-site facilities and management experience.
• Proficiency and familiarity with AutoCAD and OfficeSpace.
• Prior experience with Microsoft Office and other Microsoft tools.
• Knowledge of processes, tools and techniques for assessing and controlling an organization’s exposure to risks of various kinds, ability to apply this knowledge appropriately to diverse situations.
• Knowledge of techniques and tools that promote effective analysis and ability to determine root cause of organizational problems and create alternative solutions.
• Knowledge of the full spectrum of activities in developing and maintaining physical facilities.
• Knowledge of and ability to employ required tools, techniques and technologies to minimize losses due to breaches of physical premises security.
• Strong writing and communication skills.
• Strong customer service orientation and ability to meet or exceed customer needs and expectations.
• Strong project management skills: Plan, organize, monitor, and control projects, ensuring efficient utilization of resources, to achieve project objectives and deadlines.
• Strong interpersonal relationship-building skills: able to work with a variety of people and groups in a constructive and collaborative manner.
• Effective negotiating skills for lease and contract management activities.
• Ability to juggle multiple, competing, frequently changing time-sensitive deadlines and priorities.
• Ability to work independently and without supervision.
• Ability to work and lead effectively as part of a team.

EEO Statement:

Tokio Marine Group of Companies (including, but not limited to the Philadelphia Insurance Companies, Tokio Marine America, Inc., TMNA Services, LLC, TM Claims Service, Inc. and First Insurance Company of Hawaii, Ltd.) is an Equal Opportunity Employer. In order to remain competitive we must attract, develop, motivate, and retain the most qualified employees regardless of age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status, sexual orientation and/or any other status protected by law.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Insurance

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