Facilities Specialist

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Job Description:

Job Summary

The Building and Systems Engineering (BaSE) Specialist supports the protection of UPS assets, facilities, equipment, and grounds. He/She assists with maintaining facility environmental compliance, conveyor system reliability, housekeeping, and facility safety. The BaSE Specialist manages small projects and oversees the work of outside contractors. This position creates and drafts package handling systems. He/She computes cost estimates of design alternatives and documents the design process. The BaSE Specialist is also responsible for supporting the Systems Design Project Engineer in communicating the design options to internal stakeholders.

Job Duties

Supports Conveyor System Maintenance

• Assists with determining proper corrective action to be taken with damaged or worn equipment based on the history of breakdowns and discussions with the operations team to determine the most cost-effective solutions.
• Assists with dispatching PE Mechanics to complete necessary conveyor system repairs and Preventative Maintenance Inspections (PMIs), to schedule work so the equipment runs smoothly and efficiently.
• Monitors status of repair and PMI updates daily to ensure timely completion of work.
• Assists with updating repairs and PMI database by completing PMI checklists so that the equipment is maintained at an optimal level and the facility is efficient.
• Assists with conducting facility inspections and identifying operational improvements needed to promote efficiency of package flow and safety.

Supports Facility Maintenance and Housekeeping Operations

• Assists with overseeing the protection of physical assets, facility and equipment maintenance, and facility housekeeping to ensure a safe, clean, and efficient facility.
• Assists with identifying and scheduling necessary repairs and preventative maintenance, using PE mechanics and outside vendors, to maintain the condition of the facility.
• Meets with operations regularly and stays abreast of any new projects requiring special equipment to ensure that needed equipment is ordered (e.g., lights, diverters, etc.).
• Uses PE Porters, and/or outside service housekeeping vendors to ensure that facility appearance is maintained at an acceptable level for the most reasonable cost.

Supervises Outsourcing

• Dispatches and oversees the work of outside service housekeeping vendors through physical inspections to ensure quality of work.
• Communicates regularly with outside contractors to resolve any problems.
• Manages vendors, scheduling, and dispatching for routine maintenance and projects (e.g., paving) in the facility.
• Maintains vendor contract compliance and oversees vendor payment to ensure the work is done to specifications and vendors are paid upon completion.
• Orders equipment and parts from vendors, oversees payment processes, and maintains parts database to maintain facility spare parts levels and ensure mechanics have the parts needed to complete repairs.

Supervises Small PE Projects

• Assists with developing the scope of work, and estimates costs using UPS guidelines and industry standards so projects can be evaluated against the district budget and approvals obtained.
• On small projects or those with low to medium complexity, submits estimate and alternatives, schedule, drawings, vendor list, and feasibility study to District Real Estate and Facilities Committee (REFCO) for project approval.
• Requests funding by completing the Request for Appropriation form (RFA) and sending to REFCO for approval to ensure funds are available.
• Creates bid documents and project manuals and sends bid package to approved contractors to obtain project estimates.
• Evaluates incoming bids to ensure they meet all specifications and budget.
• Interviews contractors to recommend successful vendors to Facilities Engineer.
• Inspects projects to ensure compliance with safety and environmental regulations and adherence to original contract documents.
• On small projects, manages the budget by tracking costs against contract terms to ensure that costs stay within district budgetary guidelines.
• Manages the design review process of multiple projects to avoid delays in the final construction schedule.
• Communicates assigned work status to colleagues to determine potential impact on the department's schedule.
• Communicates the status of developing designs to Project Managers to coordinate upcoming and ongoing projects.

Assists with Maintaining Compliance

•  Assists with maintaining environmental compliance in accordance with UPS environmental programs (e.g., Storm Water, Clean Air, Hazardous Materials, etc.) to promote the environment and health and safety of UPS workers and the surrounding community. 
• Participates in environmental audits (e.g., Damaged Materials  Program/Environmental Facility Audits) to maintain compliance with environmental regulations. 
• Assists with ensuring the facility is up to UPS safety standards by participating in monthly safety committee meetings to stay current on new legislation and share contractor safe practices and new guidelines. 

Provides Compliance Training with Guidance

• Provides environmental compliance training as directed both within Plant Engineering and cross-functionally to ensure regulatory compliance.
• Delivers required regulatory training (e.g., Lockout Training/Hazmat Training) as directed to PE and non-PE personnel.
• Assists with providing training, such as PMI Methods, repair methods, and housekeeping methods to PE Mechanics and PE Porters to ensure efficiency in completing repairs and maintaining a clean facility.

Raise Purchase Orders (PO) through Coupa Software

• Raise purchase orders for small scale projects, national contracts, emergency callouts under BaSE cost codes through Coupa.
• Liaise with Accounts Department, in PO receiving and payments.

Manages Project Documents and Fund Allocations

• Manages documentation and data for projects to have records for future project plans and for legal purposes.
• Follows REFCO procedures to assist in contributing complete and accurate information that leads to sound financial decisions.
• Scans approved project drawings into a PDF format for distribution to the regions/districts, Corporate Coordinators, vendors, and other PE departments.
• Archives approved project documents to assist in the design process of future projects and for use in responding to questions that may arise.
• Maintains electrical drawings in both electronic and hard copy formats to ensure proper documentation retention.
• Processes invoices and other function expenses as directed to contribute to an accurate financial result.
• Follows up and assists in implementing plans to reconcile budgetary exceptions.
• Creates compact discs of approved drawing files for the contract group to distribute to bidders.

Conducts Special Department Projects

• Gathers PE and/or conveyor design information for dissemination throughout the department to improve the knowledge of the work group.
• Serves on PE or department committees to complete tasks, generate ideas, or provide feedback that will improve the knowledge and efficiency of the work group.
• Documents the processes used to complete projects to assist in the training of new PE specialists.

Qualifications

• Bachelor's degree or international equivalent in engineering - Preferred
• Programming experience including troubleshooting, basic understanding of networks, motor control theory, and operation including basic AC and DC electrical troubleshooting - Preferred
• Proficiency in Microsoft Office products
• Ability to read and interpret electrical schematics and elementary diagrams

Employee Type:
 

Permanent

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