Senior Facilities Specialist

Senior Facilities Specialist

Requirements

• Bachelor’s Degree required for this midlevel position, demonstrating proficient knowledge of business, real estate, facilities, project/construction management and/or related fields.
• Minimum of 4 to 8 years of Facilities and business-specific work experience required
• Excellent demonstrated MS Excel and analytic skills, along with MS Office proficiency in Word, PowerPoint, Outlook and Teams. Must be comfortable working daily with computers and video conferencing, and able to quickly learn new software, including Company leasing, financial and space planning/wayfinding platforms.
• Must be able to communicate a proven track record in project management
• Must have excellent Excel and quantitative analytical skills with the ability to translate those skills into high-level analysis and planning. Must be able to make decisions independently and clearly communicate recommended viable solutions to problems and issues.
• Must be able to demonstrate expertise in construction, space management and office. moves/adds, and relocations. Experience with budget and purchase management preferred.
• Must have a strong team, service and hospitality orientation and be able to work well with all levels of internal personnel and external business associates. Must be able to handle confidential and/or sensitive information in a discrete, professional manner.
• Must be detail oriented and have excellent time management and organizational skills, with the ability to independently handle constantly changing priorities and meet tight deadlines.
• Requires excellent written and oral communication skills with the ability to communicate well and in a timely fashion, across all levels of the organization.
• Must exhibit a high energy level and superior work ethic and show a willingness to commit whatever time and effort is needed to produce high quality work.
• A successful candidate must exhibit strategic agility, analytic skills and add significant value to the team and organization by enhancing the overall effectiveness of the Facilities team.

Responsibilities

• Provide independent oversight for day-to-day onsite workplace FFE maintenance, repairs and operations
• Support Facilities team with advanced technical, analytical and MS Office skills, especially Excel, Outlook and PowerPoint
• Provide knowledgeable and timely oversight of contractor/outside services such as mailroom, building janitorial, PM contractors, records vendor and bar/café/roof deck activities.
• Support CBI and building security and emergency preparedness programs and procedures
• With guidance from Senior Facilities Manager, own day to day building management/tenant collaborative relationship
• Oversee and track bar/café amenities, office supplies and stationery purchasing and inventory management
• Partner with Senior Facilities Manager on space planning, floorplans and seating, ensuring office standards compliance.
• Manage departmental and construction project vendor onboarding, POs, budgets and schedules
• Provide advanced level of analytical and technical support as required to the Senior Facilities Manager, Senior Director, Facilities and/or VP, Facilities Management, including special projects and departmental RFPs.
• Cross-train with Senior Facilities Manager and other Facilities team members to ensure the efficient, day-to-day operation of Chicago corporate office and US satellite commercial sales/consolidated offices.
• Support Senior Facility Manager by serving as primary onsite Point of Contact for all non-emergency requests i.e., security, electrical, HVAC, engineers/janitorial, PMs, plants, bar/café equipment and other day to day issues. Collaborate with CBI security, reception and building management on security issues including badge activation/deactivation, HIDs, COIs, waivers, etc.
• Partner with Senior Facilities Manager to oversee and suggest improvements to Mailroom team contracted operations for mailroom and office services.
• Collaborate with Mailroom contractors to ensure efficient inventory levels; use analysis and reporting to track and anticipate requirements of office/bar/cafe amenities, mailroom and copier rooms. Co-own with Senior Facilities Specialist the Staples office supply and managed print services relationship and related RFP activities for this vendor.
• Utilizing SpaceIQ software, partner with Senior Facilities Manager on space tracking and seat assignments to ensure companywide space compliance and office standards; provide reporting and analysis as required.
• Assist Senior Facilities Manager and company-wide Facilities team with commercial office space planning, new/reconstruction, FFE projects, move-ins, decommissioning and post occupancy tracking as required.
• Assist Facilities Leadership team in preparing and reporting annual capital plans and general departmental budgets for Facilities locations as requested. Assist with Quarterly Finance lease and capital Plan reviews and signoffs. Assume responsibility for creating and receiving purchase orders, day-to-day departmental and capital expenses, generating and reviewing budget reports as needed for Senior Facilities Manager, reconciling any issues and conducting periodic audits to provide financial insight based on plans.
• Collaborate with building management, Facilities team and CBI Security to ensure success of Chicago office Emergency Preparedness efforts, including communication and coordination of annual life safety/shelter in place drills and associated training sessions prior to event. With Return to Office, recruit emergency response team members and maintain as needed due to turnover. Work with landlord to provide floor wardens and bi-annual emergency preparedness activities as required. Coordinate with Senior Facilities Specialist to serve as site contacts for AED, first aid and fire extinguisher maintenance and compliance.
• Own day to day building management/tenant collaborative relationship including work ticket and visitor portal administration, security system audits, property removals, COIs and dock security collaborations, conference center/roof deck reservations, etc. Schedule and own periodic walk throughs with landlord representative for contract review, to ensure service meets contract requirements and customer expectations. Review and make recommendations for annual contract services.
• Coordinate and oversee Mailroom SOW activities to ensure Marvin’s bar and Cafe is fully functional, cleaned, maintained, and stocked at all times.
• In partnership with the Senior Facilities Manager and full Chicago team, ensure standards and compliance for 12th floor events, including but not limited to, meeting with host/POC and contractors, clearly conveying and upholding CBI guidelines and building requirements, timely coordination with building, team, host/POC and outside contractors to ensure compliance.
• Provide office orientation and assistance to all New Hires, including but not limited to building and office packets, badge training, conveying office procedures, emergency preparedness. Provide support for company terminations including coordination with mailroom and building for personal item removal, review and coordination with HR for workspace clean out, nameplate removal, badge and HID deactivation, floorplan update.
• Collaborate on CBI and department’s Go Green and recycling efforts by researching, identifying, recommending and monitoring sustainability initiatives for commercial office sites.
• Oversee off site records storage, secure shred and annual records clean up day activities.
• Assist with CBI ergonomic assessments through review and implementation as appropriate.
• Participate in and implement a variety of company-wide and special projects for Facilities leadership team. Leverage integrated Facilities technology for the benefit of internal clients, recommending process improvements where applicable.
• Work with Facilities Management team to ensure all necessary vendor contracts and COIs are in place for best-in-class workspaces, including contract review and/or preparation, negotiation, contract administration, adherence and compliance with legal and company policies.
• Oversee vendor relationships, i.e., vendor onboarding, periodic preventative maintenance, deliveries, scheduling, COIs, payment issues, etc.
• Partner with Facilities Procurement Manager on competitive bid processes for Facilities related sourcing activities including RFP’s, RFI’s, RFQ’s to support strategic business objectives. Work with internal and client stakeholders to establish and create RFP’s and analyze related purchasing projects.

Preferred Qualifications

• Experience with budget and purchase management preferred.