Facilities and Stockroom Manager

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Job Summary

The Facilities and Stockroom Manager will report to the Division Operations Officer in the Division of Chemistry and Chemical Engineering (CCE) and oversee the management of facilities, shipping and receiving, and the Division stockroom. The successful candidate will coordinate and provide direction for and/or support all aspects of facilities, maintenance and repair, renovation, and stock room management for the Division. They will support the Division safety program by coordinating inspections and following up on findings and recommendations.

This is an Organizational Critical position. In the event of an emergency on campus, an employee designated as organizational critical is expected to report to Campus as soon as possible to assist in division/department response and recovery efforts.

Essential Job Duties

• Takes the lead to provide context, procedures, communication and resource information needed to effectively manage existing facilities. 
• Manages all stockroom activities including shipping and receiving, recharge center, and coordinates activities with purchasing personnel.
• Supervises two stockroom assistants and serves as backup in the stockroom as needed.
• Oversees maintenance of facilities and infrastructure projects in the Division across six primary buildings and additional shared buildings. 
• Serves as first/primary contact for all division facilities issues across six buildings, bringing in other departments as needed. 
• Serves as primary liaison with Physical Plant, Security, and Safety departments on all matters of maintenance and repair.
• Serves as project manager for Division initiated and funded renovation and rehab projects.
• Provides continual monitoring of building status for maintenance and repair issues needing attention, (e.g., damage from accidental fires, flooding or malfunctioning equipment, security problems, etc.). Identifies and contacts occupants and Caltech departments (Physical Plant, Security, Safety, etc.) for corrective action, and works with them to ensure action is successfully completed.
• Coordinates regular laboratory safety inspections with Environmental Health and Safety (EH&S) personnel; communicates findings to lab personnel and if corrective action is needed, follows up to ensure that appropriate corrective actions have taken place.
• Serves as lead for Divisional Emergency Preparedness; coordinates with Safety Officers, Floor Wardens and Building Coordinators; gives presentations in conjunction with EH&S.
• Manages and maintains the space, furniture, and general-purpose equipment inventory for all CCE buildings. 
• Coordinates with the Division Office on oversight of access systems, including authorization and distribution of building card keys and individual room keys. 
• Takes lead role in working with Caltech Cost Studies on periodic equipment inventory and space study.
• Identifies and maintains a list of vendors, procedures, and guidelines to effectively handle routine building needs, emergencies, and health and safety concerns. 
• Acts as the liaison with Procurement and Purchasing Departments in managing vendor relationships. Manages stockroom supply purchases and stockroom deliveries and inventory. 
• Gathers information and cost estimates to serve as a framework for identifying and prioritizing facilities and stockroom projects.
• Coordinates the efforts to recycle, reuse, and maintain facilities, equipment, and furniture on a Division-wide basis.
• Works with the Division Operations Officer and faculty to identify obsolete furniture and equipment and arrange for proper disposal.
• Responsible for organizing and maintaining all Division storage rooms and areas.
• Interprets, applies, and implements policies and procedures to respond to and resolve specific issues relating to facilities and stockroom in the Division.
• Assists the Division Operations Officer with other duties and special projects as needed.

Basic Qualifications

• Bachelor’s degree or equivalent with 5+ years’ experience in coordinating activities and/or functions in an academic business operation.
• 2 years of lead or supervisory experience.
• 5 years of academic facilities and operations experience.
• Business operations experience and administrative skills; ability to work in a team-oriented environment.
• Demonstrated ability to coordinate and/or oversee facilities initiatives and building maintenance activities.
• Previous experience in a complex purchasing and stockroom operation dealing with highly controlled substances.
• Ability to provide direction and guidance to other staff members.
• Must have effective written and verbal communication skills.
• Strong organizational skills and initiative to prioritize and complete assignments in accordance with assigned schedules.
• Ability to interpret and apply knowledge of Division, Institute, and funding agency policies and procedures to resolve issues and/or problems. 
• Ability to identify opportunities and implement improved productivity and use of resources; takes initiative to improve work processes. 
• Ability to interact professionally with various levels of Institute management and/or faculty, as well as outside contacts and collaborators. 
• Ability to lift up to 50 lbs.

Preferred Qualifications

• Experience working with chemistry or biology labs.
• Experience with Caltech Facilities or any other department/division on campus.

Required Documents

• Resume
• Cover Letter
• 3-5 References

 

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