Senior Facilities Specialist

This is a Full Time Job

WHO WE'RE LOOKING FOR

Working with the Senior Managing Director of Facilities Operations, the Senior Facilities Specialist will coordinate and execute the day-to-day of the Recording Academy's owned and leased offices, helping ensure all workspaces are safe, efficient, compliant, and aligned with the Academy's mission and culture. Spanning office services, building operations, vendor management, lease coordination, and property management, you will serve as a key liaison between internal stakeholders, landlords, and service providers. You are a proactive problem-solver with strong business acumen and a service-oriented mindset.

WHAT YOU'LL DO

• Evaluate and manage daily maintenance and beautification of the interior and exterior of premises.
• Provide daily customer service support to all departments via the helpdesk ticketing system.
• Lead space allocation and office set-up, including new staff welcome packages, furniture inventory and relocations, space assignments in department software, and space utilization/cost documentation.
• Support Chapters nationwide with furniture needs, shipping/receiving, and remote office assistance.
• Working with the People & Culture department, develop and implement ergonomic standards for staff.
• Maintain all facilities-related service contracts, operating equipment as needed.
• Serve as department contact for onsite security guard and building systems vendors (elevator services, access control, CCTV, company check-in software).
• Own the Fire, Life, and Safety program, developing and implementing policies, managing local Fire Department inspections, and overseeing daily fire alarm/suppression monitoring, monthly extinguisher inspections, and annual refill exchanges.
• Manage vendors for mail, parcel, copier, and courier services, including seasonal bulk mail surges, receiving, and certificate mailings.
• Manage contracts and vendors for offsite storage, serving as the department's point person for offsite shredding.
• Monitor and adjust HVAC system performance.
• Handle submission of the City of Santa Monica Emission Reduction Plan and help develop sustainability initiatives recognized by Green and Sustainability agencies.
• Maintain standards for employee amenities, including the fitness room, transportation vehicles, rideshare program, and community bicycles.
• Coordinate facilities-related logistics for the annual GRAMMY Awards Telecast and GRAMMY Specials alongside security and logistics partners.
• Serve as curator and manager of the GRAMMY Awards 4-foot statues used at the GRAMMY Telecast and Special Events nationwide.

SKILLS & EXPERIENCE

• Bachelor's degree or equivalent work experience in Facilities Management or Operations.
• 5+ years of related experience with working knowledge of building management systems (HVAC, lighting, elevators, etc.).
• Experience negotiating business vendor contracts.
• Proficiency in office and building management software/systems.
• Professional written and verbal communication skills with the ability to present in a formal business setting.
• A self-starter with excellent customer service and interpersonal skills.
• Ability to multi-task while staying organized and maintaining strong attention to detail.
• Ability to think strategically to anticipate and address short and long-term challenges.
• Willingness and availability for occasional travel if needed.