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PURPOSE: To provide access control administration and administrative support.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
AccessKeeper System Duties:
- Coordinate with vendor managers, facility managers, project managers, and customer to collect all necessary information needed for onboarding of vendors, and third-party tenants.
- Submit Vendor Badge Request Forms to customers for review and approval.
- Onboard approved vendors in AccessKeeper and request badge printing.
- Coordinate with CPG to ensure tenant profiles and badges are created and activated.
- Determine typical zone needs for each vendor company and tenant to streamline and standardize access.
- Work with vendors, Facility Management, Engineering, CF, project managers, and LOB managers to determine appropriate access for individuals who may require non-standard areas.
- Submit zone access requests in AccessKeeper daily for vendors & third-party tenants.
- Proactively reach out to zone owners to ensure access needs are understood. Follow up with zone owners as needed to ensure access is granted in a timely manner.
- Review zone access requests received daily and determine if access needs as needed to determine nonstandard access needs.
- Work with vendors and tenants to ensure badges are received without delay by scheduling badge pickup.
- Troubleshoot and resolve vendor and tenant badge and zone access issues. If needed, escalate issues to customer PIAM team for assistance. Follow up on issues until resolution.
- As needed, work with Security and FMs to provide temporary or guest badges in cases where an urgent work around is required.
- Provide AccessKeeper guidance and coaching to contractors and employees as needed.
- Proactively monitor, communicate with, and assist new hires to ensure Engineering, CF, and FM team members are granted elevated access as appropriate.
- Attend monthly PIAM meetings to further AccessKeeper knowledge and stay informed of upcoming WF policy and program changes.
- Complete quarterly audits of all zones requested by customer, researching and confirming that everyone still requires access.
- Coordinate with CPG to offboard vendors and tenants who no longer require badge access.
- Proactively track and monitor vendor background check expiration dates monthly. Reach out to vendors to ensure valid background check information is on file at all times.
- Complete monthly audits of all vendor expirations requested by customer.
- Run weekly zone report to determine current reader categorizations.
- Research and prepare web tool tickets for the zone owner as needed to rectify reader categorizations.
- Review Securitas work orders thrice weekly to monitor progress of card reader issues.
- Communicate all ongoing janitorial card access tasks and issues with janitorial management weekly.
- Complete monthly audit of active janitorial access due to turnover.
- Meet quarterly with construction vendors to determine upcoming project access needs.
- Modify access levels and privileges of users in response to instructions from Facility Management, vendor managers, and zone owners.
- Develop and maintain strong working relationship with customer PIAM team.
- Meet monthly with janitorial management to maintain collaborative relationship.
- Verify access control coordinator (includes third party tenants) information on a monthly basis.
- Complete a daily log all card access tasks performed in order to facilitate audits or investigations.
- Run weekly alarm reports to determine malfunctioning reader alarms. Track alarm counts over time to identify continuing or recurring issues. Work with Security Managers to ensure malfunctions are requested via work order .
Base Building System Duties:
- Full system administration of Virtual Keypad base building card access system. Includes creation of access groups, profiles, and credentials.
- Proactively reach out to tenants monthly for tenant event schedules. Set door unlock times per tenant request and notify Facility Management and Security of the schedule. In case of system error, work with Security to ensure doors are manually unlocked for tenants.
- Proactively reach out to new FMP personnel and facility vendors to coordinate issuance of badge.
- Review badge request forms, take photos, and program badges for all individuals (tenants, vendors, contractors, FMP) who need access to building.
- Troubleshoot and resolve access issues.
- Coordinate with card access vendor for any needed system updates, hardware troubleshooting, or software troubleshooting.
- Create and maintain running database of all individuals issued credentials to building. Proactively monitor database for potential issues.
- Preserve history of any changes made to access control lists in order to facilitate audits or investigations.
- Complete quarterly audit of all credential holders. Reconcile any discrepancies discovered in the audit.
- Provide system consultation for access control projects at the site.
Misc. Admin:
- Participate in the monthly review of guard service invoices with RDS & vendor to ensure accuracy.
- Complete review of guard service administrative files & file repository to ensure facility tasks are completed and filed accurately.
- Audit hurricane and emergency disaster supplies semi-annually. Order security supplies as needed.
- Complete monthly summary of off-duty police sign-in sheets
- Create, maintain, and review access coordinator guidelines.
- Collect and process received mail for FMP team.
- Other duties may be assigned.
QUALIFICATIONS: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: H.S. Diploma or GED required. An Associate’s degree in a related field is preferred. Three to five years experience in a related field.
- Computer Skills: Intermediate to advanced skills in Microsoft Office. One or more years’ experience using Microsoft Outlook. Applicant should be proficient in working with Windows operating systems and adept at learning new software applications
- Language Skills: Ability to read and understand directions and instructions. Ability to type reports performance appraisals and business correspondence. Ability to effectively communicate with, and respond to questions from the general public, employees, and superiors.
- Mathematical Skills: Ability to work with mathematical concepts such as addition, subtraction, multiplication, and division.
- Reasoning Ability: Ability to solve practical problems and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is frequently required to stand, walk, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel; write; type; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
- Reliable transportation is required, as is the ability to work overtime and to take calls at any hour of day or night.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee will spend a large portion of his/her time at a desk, although the employee will also spend time traveling in and around commercial office property and associated grounds. While performing the duties of this job, the employee is frequently required to sit, write, type, talk, and hear. The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close v