Facility Management Vertical Compliance Analyst - Full-time / Part-time

Job Overview:

The Facility Management Vertical Compliance Analyst will process vertical inspection documentation to ensure Macy’s vertical equipment is identified and in compliance, with each unit having a current, valid certificate/permit. This will include the following functions: inspection violation report processing, email notification and follow-ups, processing invoice payments (for inspections, permits/certs, penalties/late fees, invoices for repair outside vendor contract) and reporting. Position will be responsible for promptly processing inspections reports and invoices as received and resolving vertical violations issues This position will ensure that internal personnel and external vendors are promptly made aware of the issues at a specific location and are “on the same page”. In addition, this position will interface with Macy’s Facility Management personnel, vendors, jurisdictional agencies, NEIS and others to administratively track inspections/violations/repairs from notification (via email/inspection report) thru resolution. This position requires meticulous attention to detail. Perform other duties as assigned.

Essential Functions:

• Payment Processing: Create expense apron(s) to request checks to promptly pay vendors and jurisdictions for inspection fees, permit/certificate fees/costs external to the vendor contracts in an efficient and extremely accurate manner. Log check requests/receipts and process checks for payment submittal

• Investigation: Frequent investigation is required for invoice issues (ex: missing location identification, incorrect store name/address, non-Macy’s locations, research the history of inspection submittals to vendors upon receipt of penalty invoice(s)). These investigations are diverse and time consuming

• Scheduling: Partner with vendors, store and facility personnel to consistently schedule/co-ordinate required periodic vertical inspections. Proactively obtain and submit inspection reports and follow up to ensure prompt adherence to jurisdictional requirements within proscribed compliance due dates

• Vertical Work Orders for repair and/or traceability: Create, dispatch when necessary and follow up correctly and efficiently so that units are returned to service with violations promptly abated

• Vertical Asset Attributes: Update Vertical Asset Attributes promptly and correctly as the inspection process proceeds and attach permits/certs received to the correct specific asset

• Reporting: Ensure accurate reports (vertical status/calendaring/ad hoc/legal/etc) are generated promptly to facilitate communication both internally and with our vendors. Utilize reports to efficiently track prompt resolution of inspection cycle
•Ability to work independently, yet know when to request assistance/guidance
• Regular, dependable attendance and punctuality
• Adherence to Facility Management Call Center processes and procedures

Qualifications:

Education/Experience:

• Bachelor’s degree or 3-4 years related experience preferred
• Understanding of vertical violations and processing requirements preferred. Previous experience highly desirable

Computer Skills:

• Must be extremely organized, detail oriented and have the ability to prioritize and multi-task
• Must be a team player
Communication Skills:

• Ability to read, write and interpret instructional documents/reports
• Excellent written and verbal communication skills
• Strong customer service skills, including friendly, courteous and professional phone demeanor
• Ability to compose concise and professional business communications

Mathematical Skills:

• Knowledge of accounting principles and practices
• Strong accuracy in basic math functions

Reasoning Ability:

• Logical, “common sense” thinker
• Must be able to work independently with minimal supervision

Physical Demands:

• This position requires regular walking, standing, hearing and talking.
• May occasionally be required to stoop, kneel or crouch.
• Vision ability includes: close vision, color vision, depth perception and ability to adjust focus.
• This position requires prolonged computer sessions

Other Skills:

• Strong computer skills are required, including but not limited to: Excel, Word, Outlook. Oracle experience strongly preferred.
• Must be extremely organized, detail oriented and have the ability to prioritize and multi-task
• Must be a team player

Work Hours:

• Ability to work a flexible schedule based on department and store/company needs.

This job description is not all inclusive. Macy’s Inc. reserves the right to amend this job description at any time. Macy's Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.