Job Dimensions 

• Manage General Services, including Facilities and Office Administration, for affiliates occupying all TotalEnergies floors of the Houston Tower (13 floors); 

- Total number of staff supported: ~900 

- Total amount of space occupied: 300,000 sq. ft. 

• Provide a high level of timely customer support to Affiliates. 

• Manage annual budget of approximately $16 MM for Brookfield lease costs. 

• Foster a sustainable and efficient General Services program. 

• Responsible for office safety matters in coordination with relevant affiliate HSE Managers. 

• Responsible for identifying and implementing methods for improving processes & procedures associated with included activities. 

• Manages 10 direct reports: 3 FTEs (and 7 contractors).

Accountabilities 

• Efficient management of office facilities on all TotalEnergies leased floors and related issues (contracts, maintenance, supplies, appearance, construction, etc). 

• Point of contact for building management, vendors and all other third parties relating to facilities on all floors. 

• Responsible for Office Safety (documentation, issue-resolution, and training). 

• Building Operations to include ensuring monthly invoices are timely processed, mailroom supervision, day porter supervision and budget development / fiscal responsibility. 

• Foster the development of a sustainable and efficient General Services program with an aim of continuous improvement.

Strategic & Budget Development of GSFM 

• Develop General Services budgets. Manage allocated costs to department cost centers/Affiliates for building rent and building operational costs including chiller water, electricity, and miscellaneous costs timely. Other allocated costs to manage include postage, copiers & faxes, record retention, caterer costs for coffee bar / kitchen, parking, and metro costs. 

• Manage Corporate credit card program. 

• RFP & RFQ facilitation and participation in US/Group-wide RFP & RFQ.

• Vendor selection (vetting) and maintenance to include activities such as office supply, record retention, parking, vending, & consulting services • Negotiate Master Agreements as well as establish standards and procedures for Houston office as well as maintain multiple budgets. 

Office & Facilities Management 

• Manage Tower operations. Maintain an operational relationship with the property management. Support the compliance and applicability of the TotalEnergies Lease Summary. Ensure General Services support is provided to all Affiliates in scope (TEPRI, TEAS, TEEPUSA, TEEPAME, TEEPRT, TEEPNV, TEMUSA, TERUSA, ATMI and TGPNA). 

• Ensure mail room operations is sustainable and efficient. 

• Focused engagement with procurement department on maintaining up to date contracts. 

• Manage office space inventory (900+ seats) and ad hoc building renovations. 

• Owner of General Services intranet page. 

• Manage fire warden program for Tower to include maintaining a list of trained Fire Wardens minimum of 4 per floor, ongoing meetings and participation in quarterly Tower fire drills etc. 

• Oversee and coordinate with Building staff of all Mechanical, Electrical, HVAC, housekeeping, and Plumbing issues as needed in the Company’s office, including new vendor COI as well as follow-up on various maintenance contracts (housekeeping day service, and floor cleaning). 

• Coordination of all office construction (expansions, improvements and tear-downs). 

• Maintain floor plans (Architecture industrial design) and as-built. 

Others 

• Foster an efficient General Services program with an aim of continuous improvement.

• Tower Sustainability initiatives. 

• Ensure service delivery for all TotalEnergies floors. 

• Project Management for the stack.

Qualifications/Experience

• Undergraduate degree in Business Administration or equivalent. 

• Minimum of 5 years of office administration experience and facilities coordination. 

• Knowledge of contracts, building systems & basic accounting/purchasing principles. 

• Excellent organizational skills; • Strong Interpersonal and Management Skills. 

• Proven ability to prioritize and handle multiple simultaneous projects with deadlines. 

• Ability to take initiatives and work independently. 

• Solid written and oral communication skills. 

• Computer skills including Microsoft word, excel, power point | SAP and Star Cristal.

• Team oriented, strong problem-solving skills, multi-task oriented. 

• Analytical skills are important for this position.