Facilities Administrator

WHO ARE WE?


Established in 1975, Shimadzu Scientific Instruments is one of the largest suppliers of analytical instrumentation, physical testing, and environmental monitoring systems in the world. Ground-breaking scientific research, manufacturing ideas and results continue to propel Shimazu's outstanding reputation and "Excellence in Science." People dedicated to our mission have the largest impact on Shimadzu's continued growth and success. Would YOU like to join a diverse team of professionals working together with researchers, scientists and manufacturers to help better lives worldwide?


WHAT CAN SHIMADZU OFFER YOU? Our Culture: A Certified Great Place to Work firmly committed to diversity, inclusion, and belonging. Competitive Compensation : Day 1 Benefits and competitive salary. Retirement Benefits : Matching 401K and a Profit-Sharing Program. Health Benefits : Flexible Spending/Health Savings Accounts. Performance Bonuses : Variable Pay Plan for commission and incentive roles. Work-Life Balance : Generous Paid Time Off and Hybrid work options for qualifying roles. Education : Tuition Assistance Program for both graduate and undergraduate levels. Insurance Perks : Pet Insurance, optional Identity theft, legal pre-paid, critical care benefits, and robust company-paid life and disability programs, inclusive of paternity and maternity leave. Well-being : Comprehensive Corporate Wellness Program. Work Flexibility : Business casual Dress Attire & casual (jeans) Friday! Professional Growth : Clear pathways for Career, Leadership, and Personal Development. Employee Engagement : Active Inclusion, Diversity, and Culture Employee Resource Groups (ERGs). ADDITIONAL COMPENSATION: For Employees who reside in Connecticut, Massachusetts, New Jersey, and California, additional compensation is offered through a Cost-of-Living Adjustment (COLA). POSITION SUMMARY:


The individual in the position is responsible for assisting the departmental manager with following and enforcing the Company's policies and procedures regarding the safeguarding and maintenance of its physical property at the Corporate Headquarters. Incumbent will manage departmental administrative functions on a daily basis and provide other facilities support as needed or assigned.


This document attempts to communicate the traditional, physical and environment demands associated with this position. The company will consider reasonable accommodation including changing the way the job is traditionally performed whenever necessary to provide individuals with disabilities an equal employment opportunity.


JOB FUNCTIONS INCLUDE: Building Access: Will assist with the building alarm/ security system, by scheduling routine inspections, placing maintenance/troubleshooting calls and creating/providing employees with access codes. Will update/maintain access code list. (daily) Employee Key Scan Badges to include operation/maintenance of system and individual cards. Card Access System. Backup HR dept. in assigning and deleting access cards as needed. (Daily) Place routine and emergency service calls (as needed) for contractors when service is required on any item related to facilities. Includes meeting/greeting contractors and getting them settled. (Daily) Assisting HR Department (and others as needed) in set up of company planned events when facility help is needed. (monthly) Ensures building is clean and in good order through managing vendor relationships. (daily) Will arrange for trash removal and order all cleaning/bathroom/kitchen/first aid/paper supplies. (weekly) Retrieve departmental mail and deliver to the appropriate person. (daily) Open and code all departmental invoices for processing. Ensure billing is accurate to service performed and obtain the appropriate manager signature. (Daily) Work with Safety Department to ensure facility is OSHA compliant, from an administrative assistance standpoint. (Weekly) Back up support on Certificate of Insurance Requests when Legal/Business Assistant is out. (Weekly) Provide and set up phone extensions for new employees (In 8X8 System) - send information on new hire phone number out via email correspondence to those who need to know. (Weekly) Manage and monitor Facilities Help Desk tickets - direct work out to the responsible parties, upon approval and guidance of the Facilities Manager. This includes putting in responses and closing out the ticket. (Daily) Manage the First Aid vendor relationship and ensure the medical cabinets remain properly stocked. (monthly) Upon direction place calls/emails to proper landscaping and snow removal during the year, to request services. (weekly) Assist the Facilities Manager with arranging contractors to ensure proficiency in building plumbing, electrical, heating, air conditioning, misc. equipment and building. (daily) Order, distribute and arrange for payment of expendable supplies. (weekly) Obtain competitive bids, as directed, from contractors on the proper purchase and/or repair and maintenance of the corporate facilities to the manager. This includes major purchases like the telephone equipment, HVAC system, alarm system, new building projects, etc. (monthly) Effectively communicate with management and employees both verbally and written any important facilities information. Act as "facilities help desk" by exhibiting strong customer service skills, presentation and resolution. (daily) Provide back up support to the OCR Receptionist by covering lunches and breaks daily and fill in during PTO. Will cover receptionist duties while seated at the front desk to include greeting visitors, signing for packages and sorting mail. (daily) SCOPE:


This position's scope is corporate wide, and assist with all departmental administrative functions.


KNOWLEDGE REQUIREMENTS:


CASUAL


WORKING


THOROUGH


Facility Maintenance


Building Security


HVAC Knowledge


General Maintenance Tools


Company Key Scan System


General Business Practices


Certificate of Insurance Requests


Budgets


Japanese Culture


Building Alarms


Inter-personal Skills


Communication Skills - verbal/written


Telephone Skills


Telephone System Knowledge


Organizational Skills


Negotiation Skills


Vendor Relations Management PROBLEM SOLVING REQUIREMENTS:


The incumbent is required to complete assigned duties, based on direction from their direct management team and/or existing company policy or protocols.


EDUCATION AND/OR EXPERIENCE REQUIREMENTS:


Incumbent is required to have a high school diploma or a GED equivalent. A verifiable record of successes in administrative work for two years is required. Incumbent should have strong organizational, interpersonal and communication skills.


At Shimadzu Scientific Instruments, we believe in providing structured career paths that recognize and reward talent. If your expertise surpasses the level specified in the listed position, we offer the flexibility to upgrade positions to better suit your qualifications accompanied by a salary adjustment


SUPERVISORY RESPONSIBILITIES:


No direct reports.


PHYSICAL DEMANDS:


The position requires frequent lifting (or by other means for movement) of boxes and building components. Physical demands may include frequent bending; stooping, squatting, standing, walking, sitting for long periods of time and pulling/pushing of parts/building equipment can also be expected. Physical demands will include climbing up and down ladders, painting, sanding, repairing building structures, moving office equipment and general janitorial duties upon emergency call. Incumbent must be able to lift up to15 pounds as needed. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.


SAFETY/PERSONAL PROTECTIVE EQUIPMENT:


Position is required to maintain proper housekeeping and safety standards. Incumbent is required to follow proper use of personal protective equipment and safety devices as required by the Corporate Safety Document policies and procedures.


WORK ENVIRONMENT:


This position is based in an office area that requires regular and predictable attendance. It will involve working alone on projects and collaborating as part of team. Incumbent may work at different workstations during the day and travel to regional locations in order to support the accounting needs of all company employees. This position will include contact with all SSI employees and outside vendors that requires prompt and friendly handling of all related inquires.



EEO Statement


Shimadzu Scientific Instruments is an equal opportunity employer and federal contractor or subcontractor. As applicable, the parties agree that they shall abide by the requirements of 41 CFR Section 60-1.4(a); 41 CFR Section 60-300.5(a); 41 CFR Section 60-741.5(a); and 29 CFR Part 471, Appendix A to Subpart A with respect to affirmative action program and posting requirements, and that these requirements are incorporated herein. These regulations require that covered prime contractors and subcontractors ensure nondiscrimination and take affirmative action in employment to employ and advance qualified individuals without regard to sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, and protected Veteran status. These regulations also prohibit covered contractors from taking adverse action against applicants or employees because they have inquired about, discussed, or disclosed their or their co-worker's compensation information in certain situations.


Shimadzu is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at Shimadzu via email, the Internet or in any form and/or method without a valid written search agreement in place for this position (and agency was requested to work the requisition) will be deemed the sole property of Shimadzu. No fee will be paid in the event the candidate is hired by Shimadzu as a result of the referral or through other means.