Facilities Management Director

JOSE TAPIA

Hayward, CA

Phone: 408-***-****

********@*****.***

"Strategic Facilities Director with Proven Success in Streamlining Operations, Reducing Costs, and Enhancing Workplace Efficiency"

SUMMARY OF ACCOMPLISHMENTS

●Responsible for completing the full conversion from an old phone system to the new WEB based cloud version of ZOOM. Saving the firm $150k per year.

●When I started the firm we had a total of 18 people and now I have trained all my employee’s to be more efficient and I have reduced my head count to 8.

●In 2021, tasked to move our entire office from Palo Alto to Redwood City. I worked with contractors and designers to have the office built in 8 months. I was able to have the office ready to move in 2 weeks early and 200K under budget.

SUMMARY OF EXPERTISE

●I am an expert Facilities Director with over a decade of experience.

●I have the proven ability to collaborate effectively across all internal and external departments and with stakeholders, vendors, and subcontractors to identify requirements and create project action plans that meet objectives.

●I am an excellent communicator with strength in managing large complex projects complete timelines and budgets.

●I am an expert at taking a creative approach to resolving issues in the initial stages to meet logistics and quality requirements.

AREAS OF EXPERTISE

●Strategic Project Coordinating

●Stakeholder Relationship Management

●Tracking/Contract Negotiations

●Reporting and Correspondence

●Highly Proficient in Microsoft Office

●Budget Administration / Management

●Vendor & Subcontractor Relations

●Process Development / SOPs

●Logistics and Planning

●Team Building and Leadership

SOFTWARE EXPERTISE

●Microsoft Office Suite

●Google Doc’s

●Adobe Acrobat

●NetDoc’s

●FileTrail

●LMS+

CAREER SUMMARY

HOPKINS CARLEY, SAN JOSE, CA

FACILITIES DIRECTOR

(08/2016 to Present)

●Manages space planning, relocation, and renovation projects; overseas acquisition and

maintenance of office furnishings; supervises and facilitates staff responsible for ensuring office appearance and safety.

●In Conjunction with the HR director develops and/or oversees safety, security, and

emergency preparedness systems.

●Verify and approve all vendor invoices. Negotiates contracts and leases. Work with vendors

for the office relocations.

●Monthly meeting with the property managers of both locations Redwood City and San Jose

to discuss any repairs/preventive maintenance that needed in the buildings.

●Maintains daily contact with onsite vendors (Canon) to address, trouble-shoot, and resolve

day-to-day issues to ensure smooth and efficient delivery of service to the Firm in both locations RWC and San Jose. Meets regularly with various constituents (e.g., Legal Secretaries) to gather feedback about their legal support service needs.

●Annual Firm budget in the areas of office supplies, equipment, maintenance and service

Provides input on vendor contract renewals and RFPs.

●Manage the telephone system for the entire office including programming changes and

telephone feature training. Just did the full conversion from the old phone system to the new WEB based cloud version of ZOOM.

●Handel all office cell phone issues on the firm from ordering new devices to upgrades or

cancellations.

●Manage systems access for offices, including fobs, keys and codes, and program for

Locking/unlocking doors throughout the building.

●Implement and formulate procedures, rules, records and information management policies

and procedures.

●Ensure all aspects of record keeping adhere to relevant corporate policy or client policy and

according to federal, state and local regulations including requirements of Sarbanes-Oxley Act HIPAA Privacy, etc. Deliver training to client staff as necessary

CANON BUSINESS PROCESSING, SAN JOSE, CA

SITE MANAGER

(08/2014 to 08/2016)

●Responsible for the records and document management program and staff at a client site.

●Oversee the smooth processing, sorting, classification and coding of materials for

integration into the records systems.

●Manage a team of 20 employees 2 locations Palo Alto and San Jose. Oversee Copy, Mail,

Fax, Scanning and Hospitality.

●Implement and formulate procedures, rules, records and information management policies

and procedures.

●Ensure all aspects of record keeping adhere to relevant corporate policy or client policy and

according to federal, state and local regulations including requirements of Sarbanes-Oxley Act HIPAA Privacy, etc.

●Deliver training to client staff as necessary Manage staff by selecting and recruiting;

developing and mentoring staff; handling corrective actions; evaluating performance; providing training and development opportunities; coaching and counseling staff.

EDUCATION

Associate of Arts: Administration of Justice 1994 De Anza College

High School Diploma 1992 Los Altos High School

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