Facilities Supervisor On Site

JOB SUMMARY: This position relies on instructions and guidelines and works under indirect supervision, coordinates various facilities services including but not limited to maintenance, janitorial, grounds, utility management and security in accordance with the Company's policies, practices, and procedures. Supervise the Facilities and Mail Room staff. This position participates in and leads the work of subordinates.

JOB ROLES AND RESPONSIBILITIES:

1. Coordinate office activities in Claritev company headquarters while interfacing with company Executive Leadership, Board of Directors and major clients.

2. Meeting & Hospitality Support

* Lead point of contact for coordinating events / meetings for onsite activities (project planning, logistics, project management, attendee (internal and external) and vendor coordination). Ensure success of those events through proactive engagement with internal customers.

* Manage catering logistics and meal setups for all office meetings, including coordination, setup, and post-event cleanup.

* Manage workspace logistics for visiting and in-office staff, including office reservations, cubicle assignments, meeting room bookings, and workstation accommodations based on team needs.

* Facilitate office stakeholder meetings to review upcoming events to ensure alignment on logistics and office activities.

* Gather event and meeting information and consolidate all events onto a master calendar.

* Manage the acceptance and confirmation of conference room booking requests, preventing conflicts and ensuring optimal room utilization.

* Liaise with building security on evolving visitor logistics, including guest access, catering arrivals, and event coordination; communicate updates via detailed, timely emails.

* Coordinate alignment with badge issuance and parking validation requests to support smooth visitor and executive experiences.

* Track on-site meetings and visitor flow to confirm guest attendance, finalize seating arrangements, and validate room bookings.

* Monitor and update meeting schedules and guest lists to ensure seamless meeting logistics.

3. Visitor & Space Coordination

* Manage workspace logistics for visiting and in-office staff, including office / cubicle reservations, meeting room bookings, and workstation accommodations based on team needs.

* Host McLean office stakeholder meetings to review upcoming events, share updates, and ensure alignment on logistics and office activities.

* Coordinate alignment with badge issuance and parking validation requests to support smooth visitor and executive experiences.

4. Administrative & Ad Hoc Support

* Support IT with requests from guests and ELT members to facilitate smooth technology use during meetings and office activities.

* Act as a primary point of contact for ad hoc, in-person requests--responding to 10--15 drop-in inquiries daily with prompt, customer-focused support while balancing ongoing responsibilities.

* Assist with additional reception-related duties and supplies to support front-desk operations and visitor management.

5. Office & Facilities Management

* Main point of contact for local vendors (events, catering, office logistics) Notify, communicate, and follow-up with work of any and all vendors, including but not limited to: Vending, office and mailroom equipment repair, office supplies, coffee, security, furniture company, cleaning crew, paper shredding company, file storage group, plant rental, etc. to ensure quality service

* Submit facilities service requests (e.g., Prism tickets) to address office environment issues such as air conditioning, temperature control, maintenance, and cleaning needs, ensuring swift resolution.

* Participate in regular meetings with building management (Hines) to discuss facility operations, address ongoing issues, and coordinate improvements.

* Manage all incoming and outgoing mail daily: sort, scan, label, and share documents with recipients; repackage and hand-deliver return mail to designated drop-off points (e.g., FedEx, building lobby).

* Receive supply deliveries, unbox items, break down packaging, and restock inventory in storage and kitchen areas to ensure ongoing availability.

* Oversee office supply inventory to meet Executive Leadership Team (ELT) needs, including general office supplies and specialized items for executive use.

* Maintain a clean, well-stocked, and guest-ready kitchen and shared office environment by restocking snacks and beverages, tidying refrigerators before and after meetings, and cleaning counters throughout the day.

JOB SCOPE:

Ability to manage projects in a dynamic highly visible environment while exercising independent judgment and relies on instructions and guidelines to complete the job responsibilities. This is a highly visible role in an executive environment with career advancement opportunities.