Workplace Site Lead

The position reports to: WPS Regional Sr. Manager

Team Description

Our Workplace Services & Real Estate team is responsible for curating and sustaining our unique ServiceNow work environments around the world helping to bring our Purpose to life in the physical sense. We are responsible for the full life cycle of our physical workplaces from ideation to expiration and we are a key influencer of the employee experience by way of our workspaces services and amenities.

We are seeking an experienced Workplace Services Site Lead in Costa Rica to coordinate and oversee day-to-day Facilities Management employee programs and events responsibilities. As the WPS Site Lead you will oversee Workplace Services (WPS) Operations and stakeholder engagement for the site. This position requires an on-site presence (5 days/week 8am-5pm M-F) and is available for emergency response 24/7/365.

What you get to do in this role:

• Oversee WPS on site programs including but not limited to soft services meeting room and event services office supplies amenities & perks and wellness move management and landlord interactions for day-to-day operations.
• Manage vendors including but not limited to maintenance HVAC electrical security janitorial furniture and kitchen services to ensure proper delivery of their services.
• Engage and coordinate with key stakeholders providing updates and incorporating their feedback into improving workplace experience program and operational decisions. Collaborate with Employee Services and Experience & Events Leads to ensure seamless service delivery and engagement.
• Maintain regular communication with employees via established channels to update them on site activities.
• Effectively utilize our ServiceNow platform including receiving and reviewing requests assigning or completing work orders and tracking completion/closeout of tasks and requests.
• Manage the locations operating expense budget pertaining to local responsibilities. Responsible for quarterly budget management track work to cost center and provide regular budget updates to your management.
• In coordination with the Regional Geo and Global Leads engage our Sourcing team to solicit bids negotiate contracts and oversee vendors providing services such as HVAC electrical plumbing security janitorial first aid and other site services.
• Create and track POs for the location track spending on a vendor-by-vendor basis administer contracts and ensure quality work is performed by our vendors.
• Deliver high-quality customer service by addressing inquiries and concerns following up to ensure satisfaction and continuous improvement.
• Maintain preventative maintenance schedules within Workplace Services
• Be a key partner to the business and other internal organizations such as Global Talent IT Communications and Branding to help drive collaboration strategy problem-solving and communications.
• Organize and support onsite events ensuring spaces are ready for training sessions meetings and other activities including conference room setup equipment management and catering support.
• Manage allocated portions of the operating expense budget ensuring cost-effective operations and financial accountability.
• Ensure the smooth operation of the facility by conducting regular inspections for cleanliness safety and functionality addressing repairs and maintenance needs proactively.
• Support general maintenance activities including minor repairs and troubleshooting issues as needed to maintain operational efficiency.
• Plan and execute moves/adds/changes for employees and teams.
• Promote and maintain a clutter-free safe working environment by adhering to safety protocols and cleanliness standards.
• Business Continuity & Compliance: Be an active member of the Incident Management Team and ensure business continuity for all facilities ensuring operational resilience in the event of emergencies or unforeseen disruptions.
• Be a pivotal internal partner to and customer of our Real Estate Planning & Design Safety & Security Project Management office.
• Be a trusted partner to the business; build strong relationships with local leader(s) and WPS team members to align on the desired site-specific employee experience and be an ambassador for the ServiceNow brand and culture.

Qualifications :

To be successful in this role you have:

• Minimum of 3 years of experience in FM & Operations hard/soft services customer service or related disciplines.
• Industry certifications such as FMP BOMA IWFM or other relevant designations.
• Strong interpersonal skills including the ability to establish positive relationships with all levels of the organization and with business partners (internal and external).
• Proven track record and strength in white-glove customer service hospitality and experience/engagement activities
• Strong sense of prioritization and managing competing priorities and deliverables to multiple stakeholders
• Work effectively with minimal supervision as an individual and as part of a team.
• Proficiency in spreadsheet presentation database financial CAFM/CMMS and other related software tools and applications
• Ongoing commitment to provide relevant subject matter expertise on current industry best practices and a growth mindset for learning & development.
• Financial analytical and organizational skills.
• May need to work a flexible schedule including outside work hours early mornings evenings and/or weekends as needed to meet department and company demands.

JV20

Additional Information :

Work Personas

We approach our distributed world of work with flexibility and trust. Work personas (flexible remote or required in office) are categories that are assigned to ServiceNow employees depending on the nature of their work and their assigned work location. Learn more here.

Equal Opportunity Employer

ServiceNow is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color creed religion sex sexual orientation national origin or nationality ancestry age disability gender identity or expression marital status veteran status or any other category protected by law. In addition all qualified applicants with arrest or conviction records will be considered for employment in accordance with legal requirements. 

Accommodations

We strive to create an accessible and inclusive experience for all candidates. If you require a reasonable accommodation to complete any part of the application process or are unable to use this online application and need an alternative method to apply please contact for assistance. 

Export Control Regulations

For positions requiring access to controlled technology subject to export control regulations including the U.S. Export Administration Regulations (EAR) ServiceNow may be required to obtain export control approval from government authorities for certain individuals. All employment is contingent upon ServiceNow obtaining any export license or other approval that may be required by relevant export control authorities. 

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