Summary
Overview
Work History
Skills
Accomplishments
Certification
Timeline
Generic

Tanya Carlson

Ruther Glen,VA

Summary

Hardworking and reliable Facilities Manager who encompasses a detail and results oriented nature. Experience in relationship-building and decision-making skills which accentuate tenant, client, and vendor relationships with an unflinching commitment to quality and service.

Overview

16
16
years of professional experience
1
1
Certification

Work History

Facilities Manager

CBRE
08.2022 - 06.2023
  • 24/7 POC for 107 Northern Virginia sites including inspections
  • Submit/close work orders
  • Working with Fire Marshalls to get all items up to date to keep buildings open
  • Communicating with 4 CBRE Engineers in regard to issues and requests needed for the buildings
  • Work with County to obtain Certificate of Occupancy for buildings as needed
  • Variance Reporting
  • Managed vendor relationships for cost-effective services, ensuring quality and timely completion of projects.
  • Conducted regular inspections of physical assets, identifying areas for repair or replacement before issues escalated into costly problems.
  • Evaluated subcontractor performance for quality assurance purposes, maintaining strong partnerships while holding service providers accountable for their work.
  • Responded to building emergencies and managed repairs including reaching out to vendors.
  • Oversaw all aspects of equipment installation, maintenance, and repair for both internal and external services.
  • Controlled expenses to meet budget requirements.
  • Directed tenant improvements to meet contractual demands and update building areas.
  • Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels.
  • Conducted inspections of facility grounds, external structure, systems and equipment.
  • Handled tenant relations by addressing complaints and concerns quickly to promote facility satisfaction.
  • Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants.

Assistant Integrated Facilities Manager

CBRE
10.2019 - 08.2022
  • Main POC for all Janitorial, Mail Services, Pest Control Issues and Shredding
  • Essential control for the Site. Using a Key Watcher system
  • Order new phones and upgrades
  • Scheduling yearly Data Hall/Carpet Cleaning for the Site
  • Setting up iPads for 28 Engineers
  • Client POC for COVID issue within CBRE
  • Client POD report for Special Projects submitted to Client
  • Prepared desks for internal moves
  • Submit/close Work Orders
  • Provided mentorship and guidance to one junior staff member, fostering a positive work environment that promoted professional growth.
  • Evaluated subcontractor performance for quality assurance, maintaining solid partnerships while holding service providers accountable.
  • Coordinated events setup and teardown effectively, ensuring minimal disruption to regular facility operations.
  • Responded to building emergencies and managed repairs.
  • Controlled expenses to meet budget requirements.
  • Evaluated facility operations and personnel for compliance with safety and health regulations.
  • Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels.
  • Conducted inspections of facility grounds, external structures, systems, and equipment.
  • Coordinated with cleaning and janitorial services to keep the facility clean and presentable for occupants.
  • Managed security and access cards for CBRE-requested vendors.
  • Tracked and documented planned repair and maintenance projects for budget purposes.
  • Ordered, maintained, and distributed supplies and inventory.

Facilities Coordinator

CBRE
10.2015 - 01.2019
  • Liaison for vendors regarding billing and other inquiries
  • Create work orders for vendors and on-site Engineers
  • Order business cards/phones, office supplies and building supplies
  • · Managed security and access cards for CBRE requested vendors.
  • Track Repair and Maintenance Budget
  • Submit P-Card report with receipts to accounting
  • Review buildings critical data paperwork for errors
  • Track training for staff of 30 engineers
  • Onboard new employees
  • Set up Interviews when needed
  • Take meeting minutes
  • Enhanced communication between departments by developing a centralized system for submitting maintenance requests and tracking progress.
  • Served as point of contact for internal and external customers seeking support and information.
  • Built relationships with vendors and contractors to support timely and cost-effective services.
  • Communicated with general managers and facility teams regarding upcoming repairs and projects.
  • Provided support and services related to mail and deliveries.
  • Collaborated with other departments to foster efficient use of facility space and resources.
  • Assisted with meetings and conference room reservations.
  • Ordered, maintained and distributed supplies and inventory.

A/P Supervisor

JLL - Jones Lang LaSalle
02.2015 - 10.2015
  • Lead a staff of 3 A/P Specialists, 1 Expense Report A/P Specialist and 2 Project A/P Specialists
  • Manage HR issues that arise
  • New Hire Interviews
  • Liaison for vendors regarding billing and other inquiries
  • Manage the Duplicate payment log for Canada, Projects and US Portfolios
  • Manage Metrics for employee data entry of invoices, report to Finance Director
  • Manage Open PO Report
  • Daily Invoice Audit
  • Stuff/mail checks
  • Train employees on E1/BTAP accounting system
  • Financial data analysis
  • Managed the AP team effectively, fostering a positive work environment and increasing overall productivity levels.
  • Reduced invoice processing time by identifying bottlenecks in the workflow and implementing process improvements.
  • Ensured compliance with company policies and regulatory requirements by conducting regular audits of AP records.
  • Collaborated with cross-functional teams to resolve discrepancies promptly, improving data accuracy and minimizing potential disputes.
  • Trained newly hired AP staff members in company policies, systems, and best practices, facilitating their seamless integration into the team.
  • Mentored junior staff members in professional development opportunities, contributing to elevated skill sets within the AP department as a whole.
  • Served as an escalation point for complex invoice resolution cases, employing critical thinking skills to reach mutually beneficial outcomes for all parties involved.
  • Facilitated onboarding of new employees to feel welcomed and understand roles organization.
  • Closely monitored accounts to post timely payments and resolve billing discrepancies.
  • Positively interacted with all partners, employees and customers using exemplary communication and interpersonal talents.
  • Observed strict confidentiality regulations to maintain data security.

Procurement Analyst

CBRE Inc
02.2013 - 02.2015
  • Assist in Sourcing efforts for 15M SQ FT
  • Portfolio covering 1,200+ locations nationwide
  • Contract Execution & Amendments
  • Account lead for Global Risk Management Service process
  • Vendor set up in Financial System and Work Order System.
  • Vendor Risk Management- COI and other client-mandated compliance verification and uploads
  • Liaison for vendors regarding compliance, billing, and other inquiries
  • Uploading and coding Contract invoices for payment processing
  • Financial data analysis

Lead Customer Service Representative

CBRE Inc
01.2012 - 02.2013
  • Process invoices in CORE accounting system
  • Mentored and managed a team of 5
  • Special projects requested by Facility Director
  • Addressed issues and concerns regarding CBRE/Capital One process with respect to scope of payment processes.
  • Move rCash unidentified invoices to their correct mailbox
  • Enter Purchase Orders
  • Contract Purchase Orders for entire portfolio
  • Train employees on JDE accounting software
  • Managed Credit Card process, application to any changes.
  • Answer all vendor/employee questions regarding invoices
  • Work Order closure process
  • Developed and implemented training programs to improve staff knowledge and skills, leading to increased productivity.
  • Collaborated with cross-functional teams to ensure seamless communication and coordination for customer inquiries.
  • Successfully managed multiple priority tasks while maintaining excellent attention to detail under tight deadlines.
  • Continuously sought opportunities for professional development and stayed current with industry trends to enhance job performance.
  • Exhibited high energy and professionalism when dealing with clients and staff.
  • Cross-trained and provided backup support for organizational leadership.
  • Delivered prompt service to prioritize customer needs.
  • Responded proactively and positively to rapid change.

Accounting Associate

Grubb & Ellis Management Services
11.2007 - 12.2011
  • Verify and enter invoices/employee expenses for check and ACH payments into the Citrix/MRI accounting system
  • Monthly journal entries to move payments between 100's of General Ledgers and Department IDs
  • Prepare all checks to be deposited into correct bank account
  • Prepare report that funds three check runs a month
  • Work with vendors to obtain W-9 information for new vendor set ups
  • Audit employee's petty cash funds and keep all necessary paperwork up to date
  • Set up Purchase Order system and trained employees how to create/approve/print etc PO's
  • Provided exceptional customer service while addressing client inquiries regarding their financial matters in a timely manner.
  • Contributed to successful completion of special projects as assigned by senior management or partners in the firm.
  • Managed vendor relationships effectively to negotiate favorable payment terms and pricing agreements that benefited the organization''s bottom line.
  • Maintained a high level of confidentiality and professionalism when handling sensitive financial information, promoting trust among clients and colleagues.
  • Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
  • Oversaw documentation and reporting of expenses, sales and other transactions.
  • Directed gathering of required documentation and files for account audits and completed reviews.
  • Addressed and resolved complex and unexpected variances.
  • Matched purchase orders with invoices and recorded necessary information.
  • Supported management by processing invoices and documents with consistent on-time delivery.
  • Entered figures using 10-key calculator to compute data quickly.
  • Managed complex problem-solving for upper management in order to complete projects on-time and within budget.

Skills

    • Problem Solving
    • Customer Service
    • Time Management
    • Decision Making
    • Adaptability and Flexibility
      • Attention to Detail
      • Vendor Management
      • Organizational Skills
      • Access Control

Accomplishments

  • Utilized Microsoft Excel to develop Plan of the Day requests via spreadsheet which was rolled out to all Data Centers within Bank of America.
  • Recognized in CBRE newsletter for setting up our 28 onsite engineers for COVID testing onsite within 1 day. 3 shifts per day and all appointments did not interfere with personal time.
  • Lead in the move of approx. 100 Bank associates to a new floor.
  • Lead in the move of 2000 chairs in/out for a building seating project.
  • Caught $500,000+ in duplicate invoice payments prior to checks going out.
  • Received CBRE Red Carpet Award – Distinguished annual account award chosen by Senior Leadership Team to one individual. Won for many accolades received by peers and client as a testament to outstanding achievements and contributions to the account.

Certification

  • IFMA - FMP
  • ServSafe

Timeline

Facilities Manager

CBRE
08.2022 - 06.2023

Assistant Integrated Facilities Manager

CBRE
10.2019 - 08.2022

Facilities Coordinator

CBRE
10.2015 - 01.2019

A/P Supervisor

JLL - Jones Lang LaSalle
02.2015 - 10.2015

Procurement Analyst

CBRE Inc
02.2013 - 02.2015

Lead Customer Service Representative

CBRE Inc
01.2012 - 02.2013

Accounting Associate

Grubb & Ellis Management Services
11.2007 - 12.2011
  • IFMA - FMP
  • ServSafe

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Tanya Carlson