Senior Facilities Specialist

Insight Global; Irvine (CA); On-site; USD 55,000 - 69,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

HSA/FSA / DCFSA options

401k with employer matching

Paid time off

Job summary

Insight Global in Irvine, CA is seeking a facilities operations professional to oversee on-site services, security administration, and vendor coordination for a multi-building campus. You will own daily site logistics, manage SAP purchase requisitions, access controls, and collaborate with HR, Finance, IT, and Legal to ensure readiness for leadership visits.

This role requires 5+ years in workplace operations, strong Excel skills, and the ability to lift up to 15 lbs with a Monday–Friday 8–5

Qualifications

• 5+ years experience in workplace operations, facilities management or high-level admin.
• Advanced Excel for data tracking and budgeting; proficient with PowerPoint, Outlook and Word.
• Able to lift 15 lbs and stand/walk for long periods during events.
• Schedule: Monday–Friday, 8:00 AM–5:00 PM.

Responsibilities

• Coordinate site support activities and manage SAP purchase requisitions and vendor audits.
• Manage site badge and access control systems and security reports.
• Coordinate day-to-day operational support with 25+ facility service providers (HVAC, electrical, janitorial, landscaping, waste management).
• Own day-to-day site logistics (Aramark orders, janitorial inventories, Cater2Me, corporate mail).
• Collaborate with HR, Finance, IT, and Legal to ensure site readiness for leadership visits.
• Conduct proactive site walks to identify maintenance needs and ensure safety compliance.

Skills

Operational Ownership

Facilities Coordination

Procurement & SAP

Cross-Functional Communication

Governance Enforcement

Tools

SAP

Excel

PowerPoint

Outlook

Word

Job description

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.

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.

Compensation:

$40/hr to $50/hr.

Exact compensation may vary based on several factors, including skills, experience, and education.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.