Facilities Specialist

Overview

Williams Lea, by RRD is a global business support services company with a long legacy—over 200 years of experience delivering world-class business solutions. We specialize in administrative support, document production, presentation design, and marketing and communications services to leading companies worldwide, especially within legal, financial, and professional services industries. We are a people-powered organization with a presence in North America, the UK, Europe, and Asia Pacific, employing thousands globally to help clients operate more efficiently and effectively.

We support law firms with critical document production and help 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 pm (available after hours as needed)

Location: Fully Onsite (Columbus, OH)

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 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.

• * 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, including daily and weekly cleaning schedules, scheduling repairs, renovation projects, waste reduction, and safety inspections
• * Recruit and liaise with contractors for all facility-related needs (electrician, carpenter, plumber, HVAC, office cleaners, etc.) and employ multiple companies to keep rates competitive
• * Has overall responsibility for health and safety policies at all Williams Lea locations
• * Point of contact for all area building managers, superintendents, and security companies
• * Oversee distribution of building access cards and monitor building security across region
• * Is available after-hours for building security issues and employee overtime requests
• * Oversee and manage reception desk, including processes for shipping/receiving, conference room coordination, and client-focused event management
• * Manage procurement of office supplies, including stationery, printer ink/toners, consumables, coffee, groceries, etc., using multiple vendors for best pricing
• * Oversee proper filing and destruction of sensitive creative materials and client paperwork
• * Work with HR and IT to provide new hires with workspace access and appropriate equipment
• * Ensure cleaning, upkeep and safety standards are maintained
• Advise on energy efficiency and cost effectiveness
• Lead the Business Continuity Planning (BCP) efforts from a Facilities and logistics perspective, maintaining and updating the BCP and leading tests and changes
• Coordinate capital improvement documentation and business cases for improvements/maintenance; coordinate CSR events as applicable to facilities security
• * Work closely with IT to physically secure information, systems, and processing; assist with investigations involving security of corporate information and interface with law enforcement when required
• * Ensure facilities, premises, and equipment adhere to corporate security policies and procedures
• Collaborate with users to determine functional requirements and design security solutions
• Work with management and technical staff to address major technical problems such as security breaches or building outages; assist in deployment/upgrade of security-related hardware/software
• Manage security-related functions such as monitoring systems, responding to alerts, implementing access controls, and auditing systems
• Oversee day-to-day operations related to physical…