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Facilities Administrator/Hybrid

Job ID: 10000068
Date Posted: May 10, 2024
Department ID: TS1401 Facilities - General
Company: TMNA Services LLC

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Job Description

Description

Marketing Statement:

Tokio Marine North America Services (TMNAS) provides professional support services to Tokio Marine Group companies in the United States, including Tokio Marine America, First Insurance Company of Hawaii, and Philadelphia Insurance Companies. Customer service is our focus and our passion! Tokio Marine North America Services adds value in all that we do, providing the best professional service to our business partners, allowing them to achieve their goals. Our talented team delivers actuarial, audit, corporate communications, financial and investment, human capital services, information technology, legal, and payroll expertise to our customers.

Job Summary:

Provides support to TMNA group companies including areas of facilities, security, lease administration, office equipment, furniture and fixtures and general vendor services.

Essential Job Functions:

  • Assists the VP of Facilities and Corporate Facilities Manager with office relocations, expansion and scheduling installations of services and support structure in conjunction with office support staff, local management, and vendors
  • Negotiates field office lease agreements in accordance with group company initiatives and budgetary guidelines
  • Assists in architectural, layout and MEP documentation to maintain Group Company standards
  • Maintains office equipment and asset inventories and lease schedules; to include scheduling equipment installations, upgrades and replacements
  • Assists in the negotiation of all vendor service contracts for the group companies and ensures compliancy from the vendors to meet requirements and SLAs
  • Coordinates internal staff relocations, office furniture purchase, installations, and changes as required with vendors and internal support staff
  • Organizes and effectively communicates the office location set up, relocations and redesign as needed to meet the group company requirements
  • Leads the physical security system requirements, support and services for all associated group company locations
  • Administers the tools for OfficeSpace program and space management and floor plan design along with staff updates and changes as needed
  • Ensures the payment of facilities invoices and rent payments relative to lease terms and services for each site and accurate entry of Prolease requirements
  • Provides budgetary data and monitors expenditures within the scope of facilities and related projects
  • Reviews real estate contracts for accounting and recordkeeping as well as identification of key dates and clauses in lease documents 

Qualifications:

  • 5 – 7 years progressive, multi-site facilities and management experience
  • Proficiency and familiarity with AutoCAD and OfficeSpace
  • Prior experience with Microsoft Office and other Microsoft tools
  • Knowledge of processes, tools and techniques for assessing and controlling an organization’s exposure to risks of various kinds, ability to apply this knowledge appropriately to diverse situations
  • Knowledge of techniques and tools that promote effective analysis and ability to determine root cause of organizational problems and create alternative solutions
  • Knowledge of the full spectrum of activities in developing and maintaining physical facilities
  • Knowledge of and ability to employ required tools, techniques and technologies to minimize losses due to breaches of physical premises security.
  • Strong writing and communication skills
  • Strong customer service orientation and ability to meet or exceed customer needs and expectations
  • Strong project management skills:  Plan, organize, monitor, and control projects, ensuring efficient utilization of resources, to achieve project objectives and deadlines
  • Strong interpersonal relationship building skills: able to work with a variety of people and groups in a constructive and collaborative manner
  • Effective negotiating skills for lease and contract management activities
  • Superior attention to detail
  • Ability to juggle multiple, competing, frequently changing time-sensitive deadlines and priorities
  • Ability to work independently and without supervision
  • Ability to work and lead effectively as part of a team

EEO Statement:

Tokio Marine Group of Companies (including, but not limited to the Philadelphia Insurance Companies, Tokio Marine America, Inc., TMNA Services, LLC, TM Claims Service, Inc. and First Insurance Company of Hawaii, Ltd.) is an Equal Opportunity Employer.  In

order to remain competitive we must attract, develop, motivate, and retain the most qualified employees regardless of age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status,  sexual orientation and/or any other status protected by law. 

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