Facility Manager

POSITION PURPOSE: The purpose of this position is, but is not limited to, overseeing the work of the Business Services Specialist in the functional areas of Fulfillment, Scanning and/or Facilities. This position will focus on cost reduction, managing inventory, acting as a vendor relationship manager, process improvements and production logistics.

**This position will work onsite at 2302 International Lane, Madison, WI 53704

POSITION DUTIES/RESPONSIBILITIES:

• Oversees and executes the work of Business Services Specialists and perform daily processing activities as it relates to fulfillment of physical and digital print, intake/scanning of incoming documentation, and facilities management of TCB corporate offices.
• This position will oversee the day-to-day activities in the mail center, scanning, or facilities areas which includes but is not limited to: working with vendors over the phone and in person, coding fulfillment vendor invoices, managing onsite equipment (printers, sorter/inserters, postage meters, etc.), supply management and inventory, production and processing of outgoing communications, performing small repairs or assessing the appropriate vendor to take actionable steps, and other duties as assigned.
• Provides analysis of business data for use in decision making and organizational efficiency improvement initiatives and other cost cutting efforts. This role will have a strong focus on lowering costs related to fulfillment.
• This position will require strong technological skills related to electronic data interchange and the facilitation of file transfers between FTP and SFTP’s.
• Assist manager in departmental supervisory responsibilities as directed.
• Partner with Marketing & Communications, and Sales departments to print, store and ship flyers and trade show material.
• Coordinates tasks/projects/processes and provides direction to more than one project team. This position will help prepare and maintain project plans, track project progress, prepare reports upon request, review project requirements, identify dependencies, delegate responsibilities to project team members, and ensure that work is completed.
• This position will be relied upon to schedule and carry out cross functional meetings to facilitate team collaboration with both internal and external stakeholders.
• Have a solid general knowledge in all processes in all product divisions with a proficiency in knowledge of dedicated product line(s).
• Provide guidance in processes and product management, as well as process and product improvement. This includes, but is not limited to:
  • Ensuring processing occurs on time and is complete and accurate with appropriate status updates to management as determined
  • Prompt problem resolution with communication to impacted areas, along with corrective and preventative actions implemented
  • Creativity in process improvements
  • Active participation on project teams
  • Product or process ownership as directed
• Provide leadership in employee development and training, primarily within the department:
  • Includes program development and implementation and may extend to external customers
  • Includes leading by example
• Assesses current practices, collects information, and analyzes industry trends to determine organizational objectives. Designs new projects/programs by analyzing clients' requirements. Make recommendations and improves system by studying the products. Prepares technical reports by analyzing and summarizing the information and trends.
• Perform annual forecasting of budget for immediate area. This role will require an organized and analytical skill set. This position will be assigned twenty or more vendors that the Senior Business Services Specialist-TL will need to be a vendor relationship manager for. This includes negotiating contracts/agreements, setting up vendors accurately within related systems, coding and approving incoming invoices, performing annual business reviews with high value vendors.
• Responsible for creating, maintaining, and implementing forms that are client and participant directed.
• This position performs work under minimal supervision and handles complex issues and problems. The position serves as the point of contact receiving the highest-level escalations.
• This position may be responsible for making repairs and conducting inspections of TCB’s facilities through effective vendor management.
• Assist with security & alarms, fire protection, grounds keeping, and management of offsite storage.
• Coordinate and schedule all necessary repair and inspection appointments.
• Under direction of the Manager of Business Services, coordinate
• Space Utilization – On and offsite (i.e Office/Desk/Conference room reservations).
• Be the onsite essential point of contact for internal and external stakeholders.
  • Maintain shared inbox as primary point of contact
  • Maintain positive interactions with internal and external individuals

• Operate within TASC’s guidelines pursuant to the Employee Handbook and all Policies and Procedures.
• Perform additional duties as requested by Supervisor and/or Management

Critical Onsite Functionality

• Print employee badges.
• Manage pickup and drop off of onsite employee equipment.
• Participant in onsite confidential documentation drop offs.
• Printing and packaging checks for internal and external client payrolls.
• Be on call for off hours assistance related to corporate campus security and technology.
• Snow removal as directed by manager of Business Services.

POSITION SUPERVISES: None

POSITIONAL COMPETENCIES (3-5):

• Problem solving – The ability to identify alternate solutions to challenges, proactive, before the challenge is widespread, positively reactive as they arise.
• Fast alphanumeric data entry speed of 60-80 words per minute
• Skilled at analytic thinking and data analysis
• Ability to multi-task, manage time effectively and great attention to detail and accuracy
• Knowledge in auditing, monitor and tracking quality levels and make continuous improvements

QUALIFICATIONS (EDUCATION/CERTIFICATIONS/EXPERIENCE):

• Education and/or experience equivalent to a minimum of an Associate’s degree from an accredited college or university with a degree in Business Administration, Business Management, Training and Development, Human Resources, Customer Services, or related discipline (preferred)
• Minimum 3-5 years’ experience working in professional office environment, in an employee benefits administration capacity (preferred)
• This role will require a valid driver’s license.
• This role will require an active/reliable smart phone.

CORPORATE CORE COMPETENCIES:

• Drive Action and Results
  • Take on new opportunities with enthusiasm
  • Achieve results even in tough circumstances
  • Take personal accountability for decisions and actions
• Adapt to Change
  • Operate effectively when things are uncertain
  • Proactively acquire and evaluate information and adapt approach to match shifting demands/situations
  • Rebound from setbacks
• Embrace Innovation
  • Create new and better ways to approach challenges and develop solutions
  • Learn through experimentation
  • Encourage feedback and seek opportunities to work better/smarter/faster
  • Show personal commitment and take action to continuously improve
• Create Diversity and Foster Collaboration
  • Actively bring, seek, engage and honor diverse perspectives
  • Identify and address barriers to inclusion to ensure equity and center belonging
  • Work collaboratively and build partnerships to meet shared objectives