Role & responsibilities
Job Summary:
The Real Estate & Building and Systems Engineering (RE & BaSE) manages the real estate and facility projects portfolio.
He/She manages manages real estate negotiation and processing of real estate lease renewals, extensions, disposals and all ancillary documents pertaining to real estate, construction projects of moderate complexity and risk (i.e. new buildings, conveyor installations and facility modifications); ensures adherence to contract documentation, scheduled timelines, and cost control parameters. He/ She protects company assets including buildings, and equipment. He/She supervises facility maintenance, housekeeping, environmental and vendor compliance, safety, and conveyor system reliability. He/She is responsible for ensuring environmental and safety compliance at the country level for all facilities (e.g., reviews applicable facility regulations, conducts audits, performs trend analysis for compliance activities, etc.).
He/ She designs safe and efficient building layouts, conveyor layouts to meet organizational needs for expansions, retrofits, and new buildings. He/She creates conveyor electrical designs according to company and national regulations and standards and provides support for new and existing company facilities. He/She maintains the documentation of company building standards and specifications, assists the field with issues related to building standards and specifications, updates construction project documentation.
This position will also develop project documentation (e.g., Request for Appropriation project scope of work, estimates, etc.)
Job Role & Responsibilities:
Reviews and Negotiates Real Estate Contract Terms
- Identifies and manages real estate property consultants, landlords in accordance with internal vendor management.
- Evaluates and revises legal documents to protect the companys interests and to adhere to departmental guidelines and procedures.
- Negotiates contract language variation requests with external entities (e.g., landlords, utility companies, etc.) to ensure legal compliance and to protect the company’s legal rights.
- Orders appraisals for expiring leases to determine fair market value and future inter-company lease-back rental rates.
- Confirms contract terms, details, and language with internal and external parties to obtain official company authorization and signatures
- Negotiation and processing of real estate lease renewals, extensions, and all ancillary documents pertaining to real estate
- Coordinates with engineering & internal stakeholders to validate requirements, conducts market reviews, interact with governmental agencies to ensure our projects conform to local regulations.
Manages Facility Projects
- Manages facility project lifecycles, including project scope, resources, schedule, initiation, start-up/design, building, and deployment to see projects from beginning-to-end.
- Forwards facility project documents to stakeholders to obtain sign-off, approvals on project cost, and needed resources.
- Develops project plans (i.e., detailed plan, milestones, and work breakdown structures) and assigns tasks to resources to ensure that the project will be completed on time and according to specifications.
- Ensures affected functions or groups are identified and works with them to negotiate process changes, ownership of processes, and to manage project impact.
- Designs and implements communication plans to ensure those affected by projects are informed and updated.
- Follows up with assigned resources formally (e.g., status meetings, etc.) and informally to continuously manage the productivity of the team, project timelines, and deliverables.
- Balances multiple projects and deployment schedules to meet stakeholder goals and expectations
Manages Construction Process
- Conducts feasibility studies to determine scope of project and specific design needs.
- Designs systems and creates drawings and blueprints to meet feasibility study requirements.
- Estimates construction costs using appropriate Project Estimate Worksheet to document process steps and their cost implications.
- Communicates cross-functionally to gain support for projects and drive schedule compliance.
- Reviews consultant drawings to ensure compliance with company standards, legal and safety regulations.
- Completes the bid package process (e.g., bid creation, bid evaluation, background check, bid award, etc.) to select the most competitive bid and competent vendor for contracts (e.g., building & systems engineering, conveyor, conveyor electrical, etc.)
- Requests and evaluates bids and proposals according to competitive bid, background check, and competence of identified vendors to recommend the awarding of contracts.
- Develops project schedules to ensure adherence to deadlines.
Conducts Vendor/Contractor Research
- Establishes relationships with vendors, contractors, and consultants to qualify potential support staff to be used at company sites.
- Investigates and researches new and existing contractors to evaluate current services and provide project construction resource contacts.
Supervises Vendor Outsourcing and Performance
- Documents vendor performance to assess the quality of their work, their adherence to project timelines, and the cost effectiveness of their services.
- Communicates regularly with outside contractors to resolve any problems.
- Reviews daily project schedule with vendors to obtain feedback on project status and create a list of items required to complete the tasks.
- Orders equipment and parts from vendors, oversees payment processes, and maintains parts database to maintain facility spare parts levels and ensure mechanics have the parts needed to complete repairs.
- Maintains vendor contract compliance and oversees vendor payment to ensure the work is done to specifications and vendors are paid upon completion.
- Verifies that outside vendors have up-to-date contracts and legal agreements on file to maintain legal compliance.
- Performs on-site inspections to ensure vendor compliance with contract terms and conditions (e.g., quality of work completed, cost, adherence to safety requirements, etc.).
- Reviews vendors' bids to select and award contracts.
- Evaluates requests by vendors to prioritize the status of routine and special projects, and schedule needed manpower, parts, or services.
- Visits project sites to maintain good vendor relationships and ensure performance meets company standards.
- Negotiates with vendors to ensure the most cost effective price based on the contract proposal.
Maintains Construction Documentation
- Maintains specifications and drawings library to provide information for region and district Project Engineers.
- Updates construction documents (e.g., building blueprints, technical manuals, etc.) to document changes to company standards.
- Reviews changes to construction processes and materials to inform region and district Project Engineers and Architects of current specifications and new product standards.
- Receives Request for Appropriation change-orders for construction projects and distributes them to engineering groups to inform them of budgetary changes.
- Tracks the overall cost of construction projects to monitor deviations from the budget.
- Collaborates with departmental colleagues (e.g., region and district Project Engineers, etc.) to write new company standards and specifications and disseminate changes in the field.
- Oversees the revision of construction manuals in the BaSE library to ensure that the information is current and accurate.
- Ensures archiving of approved project documents to assist in the design process of future projects and to utilize in responding to questions.
- Monitors recordkeeping of approved project drawings for distribution to the regions/districts, Corporate Coordinators, vendors, and other BaSE departments.
- Directs distribution of approved drawing file compact discs for the contract group to distribute to bidders.
Adheres to Project Management and Construction Quality Standards
- Estimates costs using internal company guidelines and industry standards so projects can be evaluated against the budget and approvals obtained.
- Depending on the project complexity, assists with or develops alternatives, schedule, drawings, vendor list, and feasibility study and sends to REFCO committee for approval.
- Assists with the development of the Request for Appropriation form (RFA) to obtain funds needed for projects.
- Creates bid documents and project manuals and sends bid package to approved contractors to obtain project estimates.
- Evaluates incoming bids to ensure they meet all specifications and budget, interviews contractors, and awards contracts or recommends successful vendor to Facility Engineer.
- Reviews consultant drawings to ensure compliance with company standards and safety regulations.
- Develops project schedules to ensure adherence to deadlines.
- Conducts construction inspections of materials and installations to ensure performance meets company standards, repairs are completed within scheduled deadlines, and quality materials are utilized.
- Audits contractor construction or modifications to installations to maintain compliance with original specifications, timelines and drawings.
- Audits and validates the construction project design to ensure proper installation, maintain proposed scheduling, and maintain performance specifications.
Manages Budgets and Finances
- Evaluates budget performance, analyzes sources of overage, and negotiates with vendors to prevent future changes to project scope.
- Manages project budget by tracking costs against the contract to ensure that projects stay within district budgetary guidelines.
- Checks appropriation of funding against original contract to ensure contractors are adhering to Building & Systems Engineering Project Administration budget or other cost tracking documentation.
- Maintains cost log and project management checklist, processes invoices, and releases funds to contractors to facilitate and document project completion against an approved purchase order (PO) number.
- Processes invoices and all other function expenses to contribute to an accurate financial result.
- Contributes to the development and implementation of plans to reconcile exceptions.
- Follows the Real Estate and Facilities Committee (REFCO) procedures to contribute complete and accurate information that leads to sound financial decisions
Maintains Compliance
- Ensures the facility adheres to company safety standards to meet regulatory guidelines and protect company employees and contractors.
- Participates in monthly safety committee meetings to stay current on new legislation and share contractor safe practices and new guidelines.
- Works with management within the district to prepare company facilities for visits by regulatory inspectors
Performs Facilities Audits and Inspections
- Performs inspections following the Environmental Facility Audit (EFA) and the Facility Safety Audit to facilitate the comprehensiveness, accuracy, and timeliness of the audit process.
- Performs and documents on-site physical inspections using checklists created in the Environmental Task Manager (ETM) to ensure compliance to Company, National, state, and local regulations.
- Reviews audit documentation at the district level to ensure completeness and accuracy of corrective action plans and schedule repairs/improvements.
- Works with District BaSE auditors to answer any questions concerning environmental requirement interpretations.
- Assists local management in resolving audit discrepancies in operations to ensure compliance.
- Communicates audit results from district to RRGC to identify and improve unacceptable scores before the Regulatory Compliance Review (RCR) audit is conducted.
- Submits Corrective Action Plans (CAPs) from district to RRGC for review and approval.
- Serves as a liaison for the operation during Corporate RCR, other government agency audits to answer questions and provide requested documentation.
- Visits Company facilities to conduct conveyor installation audits to check for proper craftsmanship and correct installation.
Supervises Facility Maintenance and Housekeeping Operations
- Supervises the protection of physical assets, facility and equipment maintenance, and facility housekeeping to ensure a clean, efficient, and safe facility.
- Manages external vendors to ensure preventive & break-down maintenance work on building & equipment is carried out in a timely manner to maintain effective operations and maintain a high standard of the facility.
- Orders needed equipment for operations by meeting with operations regularly and staying abreast of any new projects requiring special equipment to maintain productivity of the facility.
- Maintains inventory records for equipment parts and housekeeping supplies to analyze expenditure trends and minimize department costs.
- Attends center planning meetings with Company management and outside vendors to review major project tasks to be completed, address concerns, and train vendors on Company procedures.
- Conducts yearly facility asset protection assessments (FAPA) to develop work scope for next year's projects and budgeting.
- Ensures that facility appearance is maintained at an acceptable level for the most reasonable cost through the use of outside service housekeeping vendors.
Manages and Develops Others
- Manages resources and people processes (e.g., Performance Management, Career Development, Training, Staffing, etc.) to ensure the day to day administration of processes and formal procedures.
- Identifies individual and team skill gaps and developmental opportunities (e.g., training, special assignments, conferences, projects, etc.) to facilitate individual and team development.
- Ensures that direct and indirect reports have documented career goals and detailed plans for achieving these goals to develop them personally and professionally.
- Conducts frequent performance evaluations in a consistent, fair, and objective manner to facilitate open communication and encourage continuous performance improvement.
- Holds others accountable to established performance levels to achieve individual and group goals.
- Resolves individual and group performance issues in accordance with company policies and procedures in a timely manner to motivate and foster teamwork.
- Coaches others and provides on-going feedback and support to improve performance.
SKILLS AND KNOWLEDGE REQUIREMENTS
- Demonstrates an in-depth knowledge of construction, vendor development & management, real estate industry trends and compliance, technical knowledge of standards setting,
- Evaluates new or improved processes, procedures, methods, tools, equipment, and technology; understands the impact of emerging trends on operations.
- Demonstrates a good knowledge of supply chain operations especially small package operations.
- Strong organizational and attention to details
- Experience in project planning and performance tracking.
- Excellent communication, planning & negotiation skills
- Good financial understanding
- Excellent Email Etiquette, written and oral communication skills
- Good knowledge of Legal, regulatory and compliance as applied to real estate & construction
- Flexible to travel based on job requirements
- Computer skills should include advanced knowledge of Excel, proficiency in PowerPoint, Word, and web capabilities
- Good Knowledge & utilization of AutoCAD software
Educational Qualifications:
- Bachelor’s Degree in Engineering (preferred)
- Bachelor’s Degree in Architecture
- An MBA is a plus as well as any professional designations in real estate, project management
Relevant Experience:
- 7 to 9 years of relevant experience in courier express industry managing real estate & facility projects
Competencies
- Achieve Result
- Serve and Delight your customers
- Collaborate and Partner with others
- Engage, Inspire and Develop people
- Nurture Innovation, Lead Change
- Think like an entrepreneur
