Job description
Woodard & Curran is a national engineering, science, and operations firm with a simple vision for clean water, a safe environment, healthy communities, and happy people. As an employee-owned company, we strive to cultivate diverse teams and encourage collaboration in an equitable and inclusive culture. We seek talented individuals from all backgrounds to help us address a broad range of water and environmental issues. We prioritize our people, offering opportunities for professional growth, ownership and flexibility. That’s how we make a difference to our clients, people and planet.
Who We Are Looking For:
The Corporate Real Estate, Facilities & Fleet Administrator is an integral role in proactively keeping the offices of Woodard & Curran running efficiently and safely including relocations and renovations, day to day operational support of the offices and special projects as assigned. In addition, this position will assist with proactively keeping the fleet program running efficiently and vehicles working properly for use by employees. This position is key to ensuring facilities and the equipment of each office as well as the fleet meet the standards set by the company.
What You Will Be Doing at Woodard & Curran:
- Support sustainability efforts in the offices.
- Work with internal departments on projects, including IS, Marketing, office staff, Accounting and others.
- Act as support on all property related to ensure there is a coordinated approach to the management of our real estate.
- Be an integral team member on all relocations, setting up the new office and breaking down the old office, when necessary, under direction of the Manager.
- Work with furniture vendor to create floor plans and oversee installation of furniture in offices.
- Assist with project administration deliverables including meeting minutes, budget tracking, schedule updates, move management, closeout of projects.
- Develop, evaluate, and review plans and criteria for a variety of projects and activities under the management of the Corporate Real Estate & Facilities Manager.
- Is the secondary contact for building related matters including maintenance and safety with the landlords.
- Coordinate/execute equipment maintenance and repair, prompt and efficient communication with vendors specific by office and landlord (copiers, printers, HVAC, landscaping, waste management, winter care, etc.).
- Oversee the security systems at each facility.
- Serve as back up for monthly rent payment coordination and rent invoice entries into Lease Management software
- Primary point of contact to assist others in the company with use of seating and reservations software as well as track, update and assist with seating and reservations
- Monitor the Facilities Portal for any/all facility related issues or concerns and resolve same for all assigned offices in a manner defined by Manager
- Process invoices relative to the offices and projects.
Fleet Responsibilities:
- Responsible for maintaining a clean and safe fleet by tracking, moving and maintenance for all company equipment and vehicles. Maintaining insurance cards, title transfers, current registration, as well as proactively tracking maintenance and repairs in applicable software daily.
- Scheduling the transfer of vehicles between operators, vendors, and offices throughout the organization.
- Work with vendors and other sources to get quotes on materials and service, acquire necessary approval for work/services to be provided and make arrangements to keep drivers working during repairs.
- Assist and coordinate with other departments (HR, H&S) with onboarding of new vehicles and/or drivers.
- Gather information and perform data entry for all drivers of Company owned and leased vehicles.
- Track fines & violations (including tolls) – facilitate payment of tolls through Concur as well as work with employee to pay any fines or violations (not company paid).
- Reassign vehicles as required.
- Assist other internal stakeholders with accident processing – paperwork, insurance, vehicle replacement and other tasks as requested.
- Monitor and inform management of any abuses, including gas, maintenance, etc.
- Monitor and facilitate usage of WEX fuel cards, including reporting, bill paying, adding users, deleting users, issuing new cards, cancellation of cards, and replacement of cards.
The list of duties is not intended to be all-inclusive and other duties may be assigned as needed.
What You Will Need To Succeed:
- Associates Degree, paralegal certificate preferred, contract experience preferred
- FMP and/or SFP designation(s) from IFMA or similar designation preferred.
- 2+ years office experience or equivalent work-related experience required.
- Proficient in Microsoft Office programs such as Word, PowerPoint, Excel, and Outlook.
- Project management experience.
- Basic understanding of vehicles and fleet management.
- The ability to follow directions and perform tasks efficiently and accurately.
- The ability to interact and communicate effectively with co-workers and offices.
- Ability to work independently and without constant direction.
- Ability to handle multiple projects and balance priorities.
- Excellent Verbal and written communication.
- Ability to lift boxes, furniture and equipment up to 30 lbs.
- Knowledge of Space Management and ability to interpret floor plans.
- Ability to fix minor issues with furniture, printers, etc. and be handy with tools.
- Some late evenings/weekends required during relocation phase of projects.
- Ability to travel as required for relocation projects around the United States – up to 50% travel required.
Physical Demands/Work Environment
The duties and responsibilities are generally performed in an office environment. The position generally involves continuous sitting; frequent standing; frequent walking; light to moderate lifting; light carrying; frequent bending and reaching; keyboarding and telephone operation. The environmental conditions generally include ambient inside temperature, lighting and noise levels. Conditions may also include extended periods of travel by automobile and/or airplane transport. May require an irregular work schedule and overtime hours. Specific physical conditions require frequent work on computer workstations and/or twisting; kneeling; and balancing.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
Equal Employment Opportunity and Affirmative Action Statement
Woodard & Curran is an equal opportunity employer. Individuals with Disabilities and Protected Veterans are encouraged to apply.
Diversity, Equity and Inclusion
We value diversity, equity and inclusion and encourage individuals from all backgrounds to apply. Woodard & Curran believes that diverse teams working together in an equitable, inclusive culture provides the right environment for employees to thrive, our clients to benefit, and our business to prosper over the long run. Our success is tied to a culture that embraces our differences and creates an environment where everyone can bring their whole, authentic selves to work. When employees are supported to reach their full potential, we can provide our clients with the most innovative, sound, and cost-effective solutions.
Compensation
Pay:
This position’s anticipated pay range is provided below; final exempt salary or non-exempt hourly pay will be dependent on experience level as well as considering a % based geographic differential based on where the final candidate will be working. Geographic differentials are used to recognize and reflect cost of labor differences between geographic markets.
Annual Incentive Bonus Opportunity:
Eligible positions may receive an annual cash bonus based on the role’s organizational level, and is represented as a percentage range of eligible earnings**
Pay Range
$19.85 - $29.78
Benefits & Wellbeing
Retirement Savings:
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401(k) or Roth: Company will match equal to 100% of the first 3% of salary contributed, All employees are eligible to participate in the 401(k) plan and 100% vested in the value of own contributions and any employer matching contributions.
Time away from work:
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Vacation time is provided to full and part-time regular employees. Vacation is accrued, based on number of hours worked per week as well as prior years of experience.
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Woodard & Curran offers paid sick time to eligible employees who are absent due to their own non-work related, illness, injury, or medical procedure.
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Woodard & Curran provides up to 80 hours of Paid Parental Leave for bonding in a 12-month period.
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Company-paid disability insurance from Sun Life to assist with replacing a portion of your income in the event of non-job-related illness or injury. Eligible employees are automatically enrolled and eligible immediately.
Coverage and support for your needs and wellbeing:
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Personal and Family health: Company offers three medical plan options based on geography; plus HSA and FSA plans are available based on eligibility, additional options include vision, dental and vision plans.
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Company provides basic employee group life insurance and AD&D benefits, additional voluntary life and AD&D coverage is available through Sun Life.
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WayForward powered by Dario: EAP Program combined with personalized mental health and wellbeing coaching.
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LiveWell wellbeing: credit incentive is available, up to $600 annually – nutrition and fitness, and access to the Virgin Pulse wellness platform.
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Education: Tuition assistance offers eligible employees up to 100% reimbursement of tuition, books and fees up to $5250 per year, for courses related to the employee’s job or planned career development.
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