Facilities Associate

Job Title : Facilities and Operations

Position Summary :

Support the organization’s facilities management, procurement, shipping, and logistics operations to ensure seamless day-to-day functionality and long-term efficiency. This role primarily serves to enable other departments to operate effectively, with responsibilities including coordinating contractors, systemizing inventory, maintaining financial processes, as well as supporting HR and accounting functions. The employee for this role is well equipped for both administrative tasks and manual labor. This person is detail-oriented, resourceful, and capable of handling diverse responsibilities. The goal for this role is to support the company’s operational excellence, with responsibilities being 60% proactive—focused on planning and continuous improvement—and 40% reactive, requiring promptness and adaptability to address immediate operational needs as they arise.

Key Responsibilities :

• Facilities
• Oversee third party maintenance services, ensuring organization, cleanliness and function of facilities, labs, parking lot, backyard, kitchen, offices and rooftop spaces.
• Maintain janitorial services and supply levels, ensuring a clean and functional work environment.
• Ensure that office is stocked with snacks, food, drinks / coffee, and general supplies at all times
• Coordinate facility repairs and modifications, including coordinating external contractors and landlord interactions.
• Monitor and ensure timely payments for utilities and waste management services.
• Procurement and Vendor Support
• Process purchase requisitions and ensure accurate entry into ERP systems.
• Source equipment, furniture, and materials, prioritizing cost-efficiency and quality.
• Maintain and coordinate relationships with vendors and service providers, ensuring timely deliveries and compliance.
• Track subscriptions and reduce unnecessary expenses by monitoring renewals and unused services.
• Shipping and Receiving
• Coordinate domestic and international shipping operations, including preparation of shipping labels, invoices, and customs documents.
• Ensure compliance with customs regulations and coordinate with relevant importers / exporters for international shipments.
• Develop and implement packaging solutions to ensure secure and efficient transport of goods.
• Organize warehouse operations, including racking, storage, and inventory maintenance.
• Inventory and Warehousing
• Maintain inventory records and optimize space utilization in warehouses.
• Procure and maintain industrial equipment (e.g., forklifts, scissor lifts) and ensure safety training for users.
• Conduct regular reviews of external and internal inventory to identify and dispose of obsolete materials.
• Accounting and Finance
• Collaborate with CPAs to provide them with the requested documentation for monthly, quarterly, and annual financial closes, taxes, and audits.
• Oversee accounts payable processes, including vendor payments via ACH, wire transfers, and corporate cards.
• Oversee Ramp spend management and corporate card systems, ensuring adherence to approval workflows.
• Human Resources Support
• Assist with HR processes, including onboarding and offboarding paperwork and employee insurance negotiations.
• Support compliance with HR systems and policies, ensuring a positive work environment.
• Operational Support
• Handle logistics for rental equipment, including ordering, delivery, and safe return.
• Support executive communications and documentation processes, such as Docusign administration for agreements.
• Oversee morale-boosting initiatives, including stocking snacks and coffee for employees.
• Rooftop and Lab
• Maintain and implement structural / rooftop installations, ensure rooftop safety, service lab spaces.
• Coordinate contractor activities for safe handling, mounting, and alignment of modules.
• Ensure the setup and wiring are completed according to safety, operational and engineering standards.