Facilities Specialist

Company Description

Williams Lea, by RRD is a global business support services company with a strong legacy-over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world-especially within legal, financial, and professional services industries.

We're a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it's supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we're the behind-the-scenes team making everything run smoothly.

Schedule: Primarily Mon-Fri - 8:00 am to 5:00 (available as needed after hours)

Location: Fully Onsite (Columbus, OH)

Position summary:

The Facilities Specialist of Facilities & Physical Security will be responsible for all office, facility, and maintenance-related needs and issues, as well as managing the administrative front of the offices. The Manager, Facilities & Physical Security will be responsible for managing all designated Williams Lea offices. The Manager, Facilities & Physical Security will help plan and execute security for Williams Lea office locations, secure the organization's facilities against security breaches and vulnerabilities, assist in closing or opening new facilities and ensure all fire safety protocols are tested and implemented.

Job duties (essential function):

• Responsible for the overall facilities budget
• Negotiate with outside vendors for supplies, repairs and other measures.
• Oversee the maintenance of equipment and supplies for the offices
• Oversee third‑party vendor maintenance staff
• Ensure the buildings are maintained, which entails daily and weekly cleaning schedules as well as scheduling repairs, renovation projects, waste reduction improvements and safety inspections.
• Recruit and liaise with contractors for all facility related needs, including electrician, carpenter, plumber, HVAC, office cleaners, etc. depending on project or issue. Employ multiple companies to keep rates competitive
• Has overall responsibility for health and safety policies being implemented at a local level at all Williams Lea locations
• Point of contact for all area building managers, superintendents, and security companies.
• Oversee distribution of building access cards and monitors building security across region
• Is available after‑hours for building security issues and employee over‑time requests
• Oversee and manage reception desk, including optimizing processes for shipping and receiving, conference room coordination, and client‑focused event management
• Manage the procurement of supplies for offices, including stationary, printer ink and toners, consumables, coffee, groceries, etc. Use multiple vendors to ensure best prices are received
• Oversees proper filing and destruction of sensitive creative materials and client paperwork
• Work in tandem with HR and IT to provide new hires with optimum workspace, building access and appropriate equipment.
• Ensure cleaning, upkeep and safety standards are maintained
• Advise business on energy efficiency and cost effectiveness
• Lead the BCP (Business Continuity planning) and implementation from a Facilities and logistics POV. Maintain and update the BCP periodically and be the lead for all testing and changes.
• Raise all capital Improvement documentation and business cases for improvements/maintenance. Coordinate Corporate Social Responsibility events for Williams Lea as applicable to the facilities Security
• Work closely with IT functions to physically secure information, computer, network, and processing systems. Assist with investigations where applicable involving the security of corporate information and the interface with law enforcement when required.
• Ensure that facilities, premises, and equipment adhere to corporate security policies and procedures.
• Work with users to determine…