Assistant Facilities Manager

The Assistant Facilities Manager at Bandai Namco Holdings USA Inc. is responsible for coordinating and directing the physical operations of the Irvine Headquarter office. This role focuses on facilities maintenance, project oversight, budgeting, vendor relationships, security, and strategic planning. The Assistant Facilities Manager exercises independent judgment and discretion in developing and implementing office policies, managing vendor contracts, and overseeing facility-related projects.

Flexibility in the work schedule and availability to address after‑hours issues are required. The individual must maintain a positive attitude and demonstrate the highest level of integrity and professionalism.

• Assist Facilities Manager in sourcing and overseeing external facility partners and vendors, including property management, janitorial, vending, plumbing, security, and fire safety.
• Assist Facilities Manager in developing, communicating, and implementing office policies and procedures in collaboration with senior management, ensuring compliance with company standards and applicable regulations.
• Oversee building access and security protocols, including badge management and policy compliance.
• Supervise the receptionist and provide leadership in maintaining building access and security measures.
• Assist Facilities Manager in formulating and managing the annual facilities budget, planning expenditure, analyzing variances, and making recommendations for cost optimization.
• Lead procurement of office equipment and supplies.
• Oversee mail and package processing, including shipping, and receiving.
• Manage fixed assets inventory, including annual verification and reporting to senior management.
• Plan and implement office systems, layouts, and equipment procurement to maximize efficiency and support organizational goals.
• Assist with implementation and management of security alarm systems and third‑party security guard contracts.
• Coordinate and manage responses to emergency situations, including development of emergency protocols.
• Review office‑related invoices for proper accounting and payment.
• Address employee requests regarding office management and supply issues, providing solutions and recommendations.
• Support planning and coordination of office meetings and company events, including budget management and vendor selection.
• Manage routine facility‑related maintenance schedules, service records, and attend maintenance calls.
• Serve as project manager for special initiatives assigned by SVP, Corporate Strategy, with authority to develop project plans and lead cross‑functional teams.
• Perform other duties assigned that require independent judgment and support the strategic goals of the organization.
• Provide coverage as needed, including covering reception for the receptionist during breaks and absences.

• Demonstrated ability to exercise independent judgment and discretion in facilities management and project oversight.
• Advanced proficiency in Microsoft Office Suite (specifically Excel, Outlook, Teams).
• Strong organizational, analytical, and problem‑solving skills; ability to manage multiple projects and priorities simultaneously without sacrificing attention to detail.
• Excellent communication and leadership skills; ability to influence and collaborate across departments.
• Ability to maintain professionalism and confidentiality under all circumstances.
• Ability to lift and move heavy objects occasionally (not a primary duty).

• Bachelor’s degree from an accredited university or equivalent work experience in facilities management, business administration, or related field.

• Minimum 5 years of experience in facilities management, office administration, or a related exempt‑level role.
• Experience managing budgets, vendors, and projects independently.
• Fluency in Japanese preferred but not required.

• WORK ENVIRONMENT:
  White‑collar office environment.
• WORKPLACE TEMPERATURE:
  Typical office.
• WORK
  
  CONDITIONS:
  
  Office environment.
• NOISE LEVEL:
  Mild.
• PHYSICAL SIGHT:
  Able to read both hardcopy and computer‑based text.
• LIFTING:
  Occasional lifting to 60 pounds.
• PHYSICAL REQUIREMENTS:
  
  Ability to safely ascend and descend ladders. Capable of remaining seated or standing for extended durations. Ability to escort vendors throughout the facility as required.
• TRAVEL:
  As needed.