Back Health, Safety & Hard Services Specialist

Health, Safety & Hard Services Specialist. New York. Posting Date: 11/18/2024. Deadline: 12/15/2024

Role Title Health, Safety & Hard Services Specialist

Grade Level Level D, Grade 10

Reporting To

Director of Service Delivery, Global Operations

Program/Tool/ Department/Unit Name Global Operations

Team Name Global Operations

Role Purpose

The Health, Safety, and Hard Services Specialist is responsible for overseeing, implementing and managing health, safety, and facilities management strategies to ensure a safe, compliant, and efficient working environment. This role encompasses a wide range of responsibilities, which broadly fall into two related categories across our global workplace portfolio:

• Development and management of our global Health and Safety management system.
• Managing the maintenance functions of our workplace infrastructure (here referred to as \"hard services\"), to ensure the efficient, effective, and safe operation of all building engineering systems and infrastructure (HVAC/heating/cooling, water/plumbing, electricity/power, other mechanical systems etc.).

  The specialist collaborates closely with global operational teams to achieve high standards in workplace health and safety while optimizing facility performance. Additionally, the role requires the specialist to collaborate with other departments, manage vendor relationships, and contribute to the development and execution of workplace projects. Ultimately, the goal is to provide a safe, functional, and comfortable environment for occupants, aligning with organizational objectives and sustainability goals.

  Key Responsibilities

  As Health, Safety and Hard services Specialist, your key responsibilities are as follows:

  Health & Safety Compliance:

  • Develop, implement, and maintain a health and safety system that complies with legal requirements and best practices.
  • Conduct regular audits, inspections, and risk assessments to identify potential hazards and implement corrective actions.
  • Deliver health and safety training to employees, promoting a culture of safety and awareness.

    Hard Services Management:

    • Oversee the maintenance and operation of critical facility infrastructure, such as HVAC, electrical, plumbing, and structural systems, ensuring reliability and efficiency.
    • Provide oversight in the planning and coordination of preventative maintenance schedules and the management of repairs to prevent breakdowns and downtime.
    • Work with external vendors and contractors to secure quality services and cost-effective solutions for facility maintenance needs.

      Emergency Preparedness:

      • Work with our Security department to help establish and manage emergency response procedures, including evacuation plans, fire safety, and first-aid readiness.

        Reporting & Documentation:

        • Maintain accurate records of health and safety incidents, maintenance activities, compliance reports and file with relevant authorities.
        • Analyze data to identify trends, assess risks, and provide insights for continuous improvement.

          Continuous Improvement & Innovation:

          • Identify opportunities for improving safety practices, energy efficiency, and sustainability in facility management.
          • Stay up-to-date with industry trends, technological advancements, and regulatory changes, implementing best practices as applicable.

            In this role you will

            • Work closely with the Associate Directors, Operations Officers, and Front of House Supervisors in all OSF offices, ensuring that each office provides a great user environment and level of comfort every day.
            • Provide engineering systems expertise and knowledge across all OSF offices, both owned and leased, troubleshooting problems and ensuring efficient and effective operations, including environmental performance.
            • In coordination with other members of the Global Operations team listed previously, work closely with and advise facilities management suppliers, where applicable, on all day-to-day activities and projects involving health & safety issues, the building engineering services and equipment, as well as maintenance and repairs.
            • Advise on the sourcing and management of all health, safety, engineering/maintenance contract services.
            • Work closely with the Real Estate team in support of all new workplace design and fit-out construction projects and workplace change projects, from a health & safety, engineering design, installation and maintenance life-cycle perspective.
            • Work closely with the Global Security and Risk department, ensuring building systems provide the required safety and security standards.
            • Establish global engineering and workplace environment standards, including systems and their operation.
            • Establish a multi-year asset management plan (including building engineering and equipment, as well as their maintenance and repairs) for OSF offices that would inform the office budgets in the same time span and ensure a proactive approach to maximize our resources.

              People Responsibilities (Total Team / DRs)

              None

              Key internal relationships

              📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

              ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

              Global Operations Associate Directors, Global Operations Officers; Global Safety, Security & Resilience; Real Estate Portfolio Renewal

              Key external relationships

              Facility Management and Real Estate Projects partners.

              Qualifications

              Essential:

              • Relevant Health and Safety qualification and Engineering degree (or equivalent substantial industry experience).

                Desirable:

                • Educated to a degree level (or equivalent substantial industry experience).

                  Experience

                  Essential:

                  Health & Safety Experience:

                  • Proven experience in health and safety management, including developing and implementing safety policies and procedures.
                  • Familiarity with safety legislation, regulations, and standards (e.g., OSHA, ISO 45001).
                  • Experience conducting risk assessments, safety audits, and incident investigations.

                    Facilities and Hard Services Management:

                    • Solid experience managing hard services in a facility, including HVAC, plumbing, electrical systems, and other building infrastructure.
                    • Practical knowledge of preventive maintenance programs, managing repairs, and liaising with contractors and service providers.
                    • Experience in ensuring compliance with building codes, fire safety regulations, and environmental standards.

                      Project Management:

                      • Hands-on experience in project management, especially with facility upgrades, safety improvements, or refurbishment projects.
                      • Skills in budgeting, scheduling, and coordinating with cross-functional teams to manage projects effectively.

                        Training and Communication:

                        • Proven experience delivering health and safety training to employees across various levels.
                        • Strong communication skills to effectively report, document, and communicate health, safety, and facility management issues.

                          Emergency Response and Preparedness:

                          • Experience in developing and implementing emergency response plans, including evacuation procedures and first-aid readiness.
                          • Familiarity with conducting emergency drills and training staff on safety protocols.

                            Data Analysis and Reporting:

                            • Experience in gathering and analyzing health and safety or maintenance data, tracking key performance indicators, and providing reports.
                            • Ability to identify trends in safety incidents, equipment breakdowns, or maintenance needs and recommend improvements.

                              Desirable:

                              • Knowledge of sustainability and environmental management, wellness, customer experience programs and continuous improvement.

                                Competencies

                                Functional Competencies:

                                • Proven track record and experience of managing health and safety systems, operating building engineering systems and maintenance environments.
                                • Sourcing of health & safety, engineering and maintenance services (from procurement through to delivery of services).
                                • Effectively manage work with efficiency in a fast-paced environment, balancing priorities and criticalities, troubleshoot and follow projects through to completion, with strict deadlines and without loss of attention to detail, budget and reporting.
                                • Excellent written, verbal, organizational, analytical, and interpersonal skills; exercise good listening and communication skills with sensitivity to cultural communication differences.
                                • Proficiency in developing project plans, timelines, and resource allocation strategies Ensure that engineering projects are executed on time and within budget.
                                • Develop and implement quality control processes to maintain high standards of workmanship and ensure that engineering designs and services meet specifications and customer expectations.
                                • Prepare clear and concise reports, progress updates, and project documentation. This includes the ability to summarize technical information for various audiences.
                                • Demonstrate the ability to analyze complex problems, propose innovative solutions, and troubleshoot issues effectively.