Summary
Overview
Work History
Education
Skills
Timeline
Generic

NICHOLAS ALLEN

Facilities Specialist
Pleasanton,CA

Summary

Facilities and property management professionals, with excellent communication skills, focusing on customer satisfaction and problem-solving. Experience in supervising and training team members while improving productivity and efficiency. I'm driven to achieve goals and overcome obstacles. Over the past 13 years, I've spent in customer service, property management, Facilities Management, and retail industries. Has taught me that strong communication, consistency, and teamwork are key to succeeding.

Overview

8
8
years of professional experience

Work History

Facilities Specialist

Constellation Brands
San Francisco, CA
01.2022 - Current
  • Aid Facilities Leadership team in preparing and reporting annual capital plans and general departmental budgets for Facilities locations.
  • Have financial responsibility for creating and receiving purchase orders, day-to-day departmental and capital expenses, generating and reviewing JDE monthly budget reports for Manager, Facilities, reconciling any issues, and conducting periodic audits to provide financial insight based on plans.
  • Assist Facilities Manager with company Facilities related construction projects and schedules.
  • Manage space tracking and seat assignments to ensure space compliance and office standards are integrated across Company, and provide monthly reporting, occupancy, and density. Oversee Facilities work order requests generated from Company's software platform, space tracking related documentation, and provide monthly reporting to Facilities Leadership team.
  • Acts as lead for overseeing contracted mailroom personnel and operations at our San Francisco location, mail delivery/receiving, and day porter position of outside vendors.
  • Assists Facility Manager and serves as Office main point of contact for all non-emergency requests security, Electrical, HVAC, janitorial, day to day issues.
  • Works with CBI security and building management on security issues when applicable including badge activation, and deactivation for employees, visitors, and contractors.
  • Responsible for reporting and/or contractor engagement for any Electrical, HVAC, Water, and other building mechanics and non-emergency day-to-day issues.
  • Meet with landlord representative for monthly walk-through and work to ensure service meets contract requirements and customer expectations
  • Lead and drive department's Go Green and recycling initiatives by researching, identifying, and recommending ways for Company to continue to become more sustainable and share across divisions.
  • Acts as lead for San Francisco locations Emergency Preparedness, including communication and coordination of annual fire drills and associated training and meeting sessions before event.
  • Recruits additional emergency response team members as needed due to turnover. Works with thelandlord to provide floor wardens and bi-annual emergency preparedness activities as required. Act as a site contact for AED, First aid, and fire extinguisher maintenance and compliance.
  • Assist with ergonomic assessments through review and implementation as appropriate.
  • Will participate in and implement a variety of company-wide and special projects for the Facilities leadership team.
  • Leverage integrated Facilities technology for the benefit of internal clients, recommending process improvements where applicable.
  • Constrain and act as backup for all aspects of the Facilities Intranet's current and future iterations and participatethe Facilities Intranet and participates in creative teams associated with updates as required.
  • Works with the Facilities Management team to ensure that all necessary vendor contracts are in place for best-in-class. Includes contract review and/or preparation and negotiation, contract administration, adherence, and compliance with legal and company policies.
  • Oversees and serves as the lead for managing vendor relationships, deliveries, schedules, and any payment issues.
  • Partner with Facilities Procurement Manager on competitive bid processes for Facilities-related sourcing activities including RFPs, RFI's, and RFQs to support strategic business objectives. Negotiation of various types of Vendor agreements.

Facilities Logistics Coordinator

Hines Real Estate LLC
San Francisco, CA
02.2020 - 12.2021
  • Manage, coordinate, and execute projects, space moves and furniture moves.
  • Identify opportunities to increase efficiency, reduce costs and/or reduce risk for Client, firm
  • Create paths of travel for vendors working on site using space-view platform
  • Manage work order systems ensuring all work orders are completed and closed
  • Oversee loading dock attendants and scheduled all deliveries and reservations
  • Performed daily quality control inspections, and assigning tickets to appropriate personnel
  • Collect and all Certificate of insurance form vendors and input data in to system
  • Managed quality assurance program including on-site evaluations, internal audits, and customer surveys
  • Schedule and oversee vendors for all on-site work
  • Oversee elevator maintenance work performed ensuring preventive Maintenance has been completed, collect work order tickets and input data into tracking sheet
  • Meet business objectives and key performance indicators.
  • Ensure all equipment in culinary department are well maintained, Commercial Refrigeration, Ovens, Ranges, etc.
  • Coordinate with space planning team for logistics of any moves
  • Assist with creation of purchase orders
  • Assisted Facilities Manager in all aspects of project implementation, including materials procurement, contract preparation and scheduling.
  • Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
  • Managed quality assurance program, including on-site evaluations, internal audits and customer surveys.
  • Increased customer satisfaction by resolving issues

Facilities Coordinator

Cushman & Wakefield Inc.
San Francisco, CA
11.2018 - 05.2019
  • Performed daily quality insurance checks
  • Ensure the day-to-day operations of the facility, including janitorial, life-safety, engineering, site services, and general maintenance are implemented and carried out in a manner consistent with C&W policies and client directives.
  • Improved customer satisfaction scores by applying superior conflict resolution and problem-solving skills
  • Process invoices ensuring vendors receive payments on time for work performed via Yardi software, manage service contracts and re-new when necessary
  • Manage work orders via 360 facilities, follow up with Facility techs and clients to ensure completion and customer satisfaction
  • Assists with quarterly budget forecasts for preventive maintenance and supplies
  • Overseen all venders while on site Monitor and ensure all vendors comply with insurance requirements and coordinate all claims as required.
  • Completed daily, weekly and monthly checklists on building equipment to maintain records of scheduled maintenance procedures.
  • Preformed some hands-on work as need Painting, drywall repair, door alignments etc .

Resident Services Coordinator

The Related Companies LLC.
San Francisco,CA, CA
12.2017 - 07.2018
  • Support Office staff with day to day operations and various administration tasks, Including maintaining leasing. Maintaining Vendors Relationships and re-new service contracts
  • Reviewed maintenance program for efficiency accuracy and timeliness, and provided feedback for improvement to company leadership.
  • Complete move-in and move-out forms for tenants and conduct apartment inspections
  • Processes, complete and maintains accurate resident file
  • Performs core functions, including rent collections, filling vacancies, lease enforcement
  • Complete Maintenance report to reflect which units are vacant and needs preparation for incoming residents
  • Conducted inspections of property grounds, buildings, and equipment to identify maintenance concerns and direct timely repairs
  • Maintained sufficient number of units market-ready at all times

Lead Concierge

Action Property Management LLC .
San Francisco, CA
08.2014 - 09.2017
  • Oversaw all front desk operations with effaces, on staff productivity, first-class customer service for residents, vendors, and guest with operational efficiency
  • Resolved issues in a timely and professional manner with knowledgeable and friendly service
  • Provided accurate, specific performance feedback for Team Members
  • Trained and developed front desk concierge
  • Contribute to improving resident issues by actively responding to queries and handling complaints
  • Ensured superior customer experience by addressing customer concerns, demonstrating empathy and resolving problems on the spot
  • Coordinated with building engineers for work orders and effectively communicate with janitorial to maintain properties common areas
  • Ensure vendors and contractors have certificate of insurance on file before performing any scheduled work on sight
  • Ensure all lobbies are well maintained at all times
  • Conducted interviews of potential employees
  • Collected deposits, fees and payments
  • Strategically scheduled team members to maintain optimal staffing levels at all times

Sales Associate

Old Navy
Emeryville, CA
03.2009 - 08.2010
  • Prepared merchandise for sales floor by pricing or tagging.
  • Helped customers locate products and checked store system for merchandise at other sites.
  • Engaged with customers to effectively build rapport and lasting relationships.
  • Evaluated inventory and delivery needs and optimized strategies to meet customer demands.

Education

Associate of Arts - Business Administration

Berkeley City College
Berkeley, CA

Certification - Heating, Ventilation, Air-Conditioning, And Refrigeration Technology

San Francisco City College
San Francisco, CA
06.2023

Skills

  • Yardi Purchase Order Software
  • Servicenow Workplace Software ( Work Order Management)
  • Excel
  • Microsoft Word/Office
  • Project Management
  • Space-view workplace software (Blueprints and schematics)
  • 360 Facilities Software Work Order Management
  • Microsoft Outlook
  • PowerPoint
  • Budget Management
  • Leadership/Team Development
  • Shift Scheduling
  • Transportation and logistics planning
  • SAP Concur Solutions Expense Management Software
  • SAP Ariba Purchase Order Software
  • Space iQ Workplace space management software

Timeline

Facilities Specialist

Constellation Brands
01.2022 - Current

Facilities Logistics Coordinator

Hines Real Estate LLC
02.2020 - 12.2021

Facilities Coordinator

Cushman & Wakefield Inc.
11.2018 - 05.2019

Resident Services Coordinator

The Related Companies LLC.
12.2017 - 07.2018

Lead Concierge

Action Property Management LLC .
08.2014 - 09.2017

Sales Associate

Old Navy
03.2009 - 08.2010

Associate of Arts - Business Administration

Berkeley City College

Certification - Heating, Ventilation, Air-Conditioning, And Refrigeration Technology

San Francisco City College

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NICHOLAS ALLENFacilities Specialist