Facilities Administrator - Corporate Chauffeur Program
Facilities Administrator (Corporate Chauffeur Program)
Summary
This supervisory position is the Administrator of the Corporate Chauffeur Program in the Facilities Department. The Corporate Chauffeur Program is of paramount importance to the continued growth and success of our organization. The Chauffeurs are the face of the company and are often the first employee a visitor or potential new hire will meet in person. This role works with Travel & Conference and other event planners and guests to schedule rides for employees and visitors to and from the National Life Group campus in Montpelier, to and from the airport, and to and from restaurants or events. The trips can happen any time, including early mornings, evenings and on weekends.
During slower times when there is not much travel, this position may provide assistance to other Sections of the Facilities team. Work may include assistance with maintenance and monitoring of security systems and records, assistance with management of landlord and tenant relations, and assistance with procurement and management of service providers, among other duties. The incumbent reports to the Head of Security.
Responsibilities
Individual responsibilities will vary but may include some or all of the following:
- Administer the Corporate Chauffeur Program
- Coordinate requests for rides, coordinate and schedule drivers, monitor daily status and manage last minute changes
- May be asked to be “on call” after hours and weekends for last minute changes and late arrivals. Note that “on call” hourly employees receive a stipend for being “on call”.
- Maintain a database of who is where and when regarding travel accommodations
- May fill in as a corporate chauffeur when needed.
- Maintain and monitor Security System and records
- Add access for new employees
- Remove access for terminated employees
- Update records for such things as lost cards, broken cards, new vehicles or new toll tags
- Periodic reconciliation between security system and HR database
- Maintain and order stock of access cards, sleeves and lanyards as needed
- Management of Landlord and Tenant Relations
- Assist Facilities Director of Real Estate Management with daily interactions with Landlord or Tenants
- Assist Facilities Director of Site Management with invoicing Tenants for work performed. Will require follow up to ensure invoices have been paid
- Procurement and Management of Service Providers
- Assist the Facilities Department Directors with research, communication, procurement, and daily interactions with service providers, which may include food service, janitorial service, phone, copier, internet or other
- Behavioral - Self-motivated, team player, follows guidelines, treats others with respect. Holds self and others accountable. Communicates effectively. Manages conflict appropriately.
Requirements
- High school graduation or equivalent required. Bachelor’s degree (preferred) in related field.
- Five (5) or more years of work experience in facilities, event planning, project management, or related field.
Knowledge, Skills and Abilities
- Ability to act independently and as part of a team.
- Efficient time management skills required.
- Incumbents must be able to move furniture and supplies, and lift up to 50 lbs
- Knowledgeable in computer operations.
- General knowledge of word processing and spread sheet computer programs.
- Ability to communicate effectively both orally and in writing.
- Ability to maintain confidentiality.
- Ability to establish and maintain effective working relationships.
- Ability to fit into our company culture and embrace it.
- Must be a team player.