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• Serves as key support to the DFO and assists in managing the day-to-day operations of the department. Regularly liaises with staff and vendors in all areas of Facilities Operations, BTech, Finance, and senior management on behalf of the DFO, and assists with updating and implementing various Facilities-related policies.
• Manages all facilities-related invoices including utility billings, vendor service agreement billings, billings for construction projects, billings for facilities/conference services, mailroom, cleaning and kitchen supplies. Maintains invoice processing/tracking system; collects, organizes, and ensures the accurate review, recording and transmission of invoices to accounts payable for prompt and timely payments.
• Responsible for the efficient operation of ConnectUs, the service ticketing system for Facilities. Works with BTech on bugs, system design, and function; assigns, tracks and manages all Facilities tickets; manages and follows up on customer requests; tracks performance metrics to present to senior leadership.
• Works with DFO and Chief Engineer on strategic planning efforts. Identify medium to long range capital project needs, establish budget requirements, facilitate the drafting of scopes of work, engage the bidding process and work to establish appropriate timing and scheduling.
• Maintains master project lists/spreadsheets to track ongoing progress and upholds projects to their allotted timeframes.
• Coordinates with DFO and Chief Engineer on the development, implementation and ongoing maintenance of the Facilities Maintenance Handbook
• Maintains Facilities SharePoint site along with routine auditing of the Facilities Maintenance and Life Safety calendar.
• Assists DFO in the planning and development of broader institutional project initiatives including but not limited to security infrastructure projects, space planning and usage projects and contract vendor scopes of work seeking improvements in ongoing cost and operational efficiencies.

• Serves as main administrative contact for a variety of external vendors.
• Responsible for reviewing for accuracy, processing, and tracking vendor contracts. Ensures vendor contracts are processed through the Brookings Contracts Approval process.
• Tracks the service contract renewal process to ensure Brookings’ service agreements are up to date and accurate and contracts are renegotiated and executed prior to expiration.
• Assists the Chief Engineer & Associate Director with supervision of other vendors for: water coolers, janitorial service, carpet cleaning, window cleaning, upholstery cleaning, landscaping, snow removal, and shredding and off-site storage services.
• Assigns work schedules, reports areas that need special attention to vendors, checks work performance, maintains contact with vendors, and reports findings to DFO.
• Coordinates vendor work; reports issues to vendor; ensures compliance with contract and work orders, keeps the Chief Engineer & Associate Director of Facilities up-to-date on vendor performance. Creates first draft of “Punch Lists”.
• Manages off-site document storage vendor and coordinates with Research Programs and Departments for deposits and withdrawals from the vendor.

• Responsible for Brookings space management; including leased space. Works closely with DFO and Director of Finance and Operations in pricing and timing of charge backs for space.
• Manages all office moves, furniture and room reconfigurations requests, serving as liaison for all stakeholders (HR Liaisons, Program Staff, BTech, etc).
• Assists DFO in decisions on whether work is done in-house or contracted out, directing Facilities personnel on implementing the work, and with furniture procurement and delivery.
• Monitors the SharePoint moves coordination site and makes sure work is completed in a timely manner and sees that proper locks, keys, directory listing, signs, etc. are ordered and installed and all necessary parties are informed.
• Oversees Parking, including maintaining the master parking list/waiting list, coordinating communications, registrations, benefits, security and accounting with monthly parkers, bikers, and after-hours parkers, and liaising with Facilities staff, Security, and Accounting on various aspects of garage parking.
• Responsible for shower room locker assignments; including communications and maintaining a database of users.

• Manages and maintains communications for the Facilities Department, including intranet pages for Facilities, Mailroom, and Conference Services, and processing of all Facilities mail correspondence.
• Processes all department P-cards, drafts and routes Travel Expenses Reports (TERs) on behalf of DFO and others.
• Responsible for managing Brookings sports team requests for support and funding
• Manages inventory and orders office supplies, security supplies and building supplies for all Facilities staff and primary vendors.
• Serves as BTech liaison, which involves attending BTech liaison meetings and keep facilities team apprised of any relevant updated information.
• Pitches in to support other areas of Facilities Operations as needed, including serving as back-up for Conference Service Manager, who facilitates the scheduling of events, departmental billings, event coordination with AV team, COMM team, etc.
• Other duties as assigned.