Company Overview

Our client, a leading accounting and business advisory firm in Puerto Rico that provides a wide range of non-traditional services in relation to other international and local public accounting firms, is looking for an Facilities Supervisor
 
Job Summary

The Facilities Supervisor is responsible for planning, coordinating, and overseeing all facility operations to ensure a safe, efficient, and well-maintained work environment. This role supervises delivery services, cleaning operations, reception, and maintenance functions while collaborating with administrative leadership on space planning, process improvements, and facility upgrades. The Facilities Supervisor ensures operational excellence, vendor performance, and compliance with safety standards, fostering a professional and welcoming environment for staff and visitors.


Responsibilities and Duties

 1. Delivery Services
• Supervise and coordinate delivery service providers to ensure accurate and timely services at competitive rates.
• Monitor vendor performance to maintain cost efficiency and high-quality standards.

2. Office Cleaning Services
• Oversee and monitor cleaning service providers to ensure compliance with contractual standards.
• Coordinate special cleaning initiatives and office maintenance projects in collaboration with the Facilities Assistant.
• Manage deep cleaning and preventive maintenance schedules.
• Prepare facilities for seasonal and weather-related changes.

3. Reception & Filing Systems
• Supervise, train, and support the Receptionist in recurring administrative tasks, including filing, telephone system management, deliveries, postage, and mailing operations.
• Oversee workflow adjustments and ensure coverage during Receptionist absences.

4. New Personnel Onboarding Process
• Participate in the administrative onboarding and orientation of new hires.
• Coordinate office parking assignments, elevator keys, and workstation allocations.
• Oversee the hoteling program to maximize space utilization.

5. Facility Oversight and Administrative Duties
• Supervise the Facilities Assistant, ensuring weekly inspections and corrective measures are implemented.
• Maintain updated emergency exit maps, safety protocols, and departmental administrative procedures.
• Collaborate on facility upgrades, space planning, and process improvements.
• Ensure operational excellence across all common areas, including HVAC systems, surveillance, lobbies, restrooms, and lounges.
• Support office space utilization strategies, layout optimization, and remodeling or construction projects.

Education

• Bachelor’s degree in Business Administration, Facilities Management, or related field.
• 3–5 years of experience in facilities management, or building maintenance supervision.
• Strong knowledge of building systems, safety regulations, and vendor management.
• Proficiency in Microsoft Office Suite and project management tools.
• Bilingual (Spanish/English) preferred.
• Team management skills
• Vendor negotiation and contract management
• Problem-solving and critical thinking
• Strong communication and interpersonal abilities
• Ability to perform facility inspections and occasional physical tasks (lifting up to 25 lbs).
• Regularly walking, standing, and moving throughout office facilities.