Facility Supervisor

GENERAL PURPOSE:


The Facility Supervisor is primarily responsible for managing proactive and reactive facility work orders at our New York Buying Office which supports over 1,500 associates who occupy over 400,000 square feet of office space. As an owner occupier at this location, it’s essential that we proactively manage the asset lifecycle of our critical building infrastructure systems such as elevators, HVAC, electrical, fire/life/safety, plumbing, etc. In addition, we must ensure that we react timely and thoroughly to associate’s requests to ensure a safe, healthy and productive workplace environment. This position will manage the entire lifecycle of work orders from receipt of requests, through to associate and vendor engagement, work scheduling, work performance, closeout, vendor performance and associate satisfaction. Ross uses a self-developed work order system and this role will also be involved in continuous improvement to both the process and the software. Ross strives to deliver value and high-quality internal services to its associates and this position is critical to that mission.


ESSENTIAL FUNCTIONS:


Receive and verify work order requests from associates and the Corporate Properties team.

Manage work orders within the work order system for actioning.

Prioritize work orders based on various levels of importance.

Assign work orders to vendors based on an understanding of work involved.

Monitor status of work orders to ensure timely rectification along with high quality of work.

Analyze work order data to create performance metrics and make recommendations for continuous improvements

Maintain regular communications with vendors and associates as appropriate.

Respond to all requests in a timely manner with high levels of customer service and engagement.

Create reports as required to understand trends and to make changes as required to improve facility service levels.

Assess software tool and make recommendations as appropriate for enhancements and upgrades.

Summary of other job duties:

o Create, update and maintain Standard Operating Procedures for this role.

o Use critical thinking to know when to escalate an issue to your manager.

o Act as an advocate for company policies, procedures and workplace standards.

o Assess the workplace to ensure compliance with building code and a safety and healthy workplace environment.

o Other duties as required by manager


COMPETENCIES:


Customer Service

Results Orientation

Communication

Problem Solving

Multi-tasking

Critical Thinking

Teamwork

Adaptability


QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:


High school graduate or equivalent

3-5 years of facility management related experience in corporate facility department

Responsibility for follow-up on actions based on various assignments and work orders

Must have strong interpersonal skills and ability to work in a team environment.

Must be self-motivated and work well with minimal supervision

Highly effective communication skills, both written and oral

Computer skills required including experience with a work order system.

Must interact with all levels of personnel and management


PHYSICAL REQUIREMENTS/ADA:


Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

Vision requirements: Ability to see information in print and/or electronically.


SUPERVISORY RESPONSIBILITIES:


Maintain communications with outside vendors working in the office



DISCLAIMER:


This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.


Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.