Facilities Specialist at William Blair in Chicago, IL

Ensure the successful construction, up keep and decommissioning of William Blair facilities. Execute aspects of space planning, build-outs and move-ins, including furniture reconfigurations and changes, construction projects, and equipment changes. May oversee repairs and replacements for various mechanical and engineering systems, furniture, and the built environment. Execute the vendor selection process when appropriate. Work with a variety of vendors and consultants to coordinate and communicate changes and work taking place. Provide accurate data and analytical support, including monitoring of sustainability initiatives, maintenance of floorplans and spreadsheets to track Furniture Fixtures & Equipment (FF&E) and occupancy. Assist the Hospitality and other departmental teams as needed for event furniture and equipment setup. Serve as an escalation point and resource. Respond to help desk tickets and escalate as appropriate.

Responsibilities include but may not be limited to:

• Execute aspects of space planning, build-outs and move-ins, including furniture reconfigurations and changes, construction projects and equipment changes. Work with management to identify solutions, and coordinate the bidding process for a variety of vendors. Track changes to space, including FF&E, in our Computer-Aided Facility Management CAFM systems. Implement planning for new space and/or reconstruction of existing space, Track build-out to assure alignment with budget and schedule. Execute the move-in process and track changes in CAFM system in a timely manner. Publish timely accurate floor plans to firm and track history. Address questions and issues as that arise.
• Monitor and inspect the space regularly for defects, issues, maintenance, and vendor performance to ensure all office spaces are maintained according to established specifications. Ensure newly constructed space as well as new hire spaces are cleaned and ready for move in. Ensure employees who relocate or join, are delivered a full welcome. Communicate throughout the process with department contacts and management. Track all changes.
• May oversee repairs and replacements for all mechanical and engineering systems, including HVAC, supplemental AC, lighting systems, sound masking systems and kitchen equipment, furniture, and the built environment. Determine the type and extent of maintenance needs. Execute the vendor selection process, including RFPs when appropriate. Work with a variety of vendors and consultants, including the landlord and internal resources, to coordinate and communicate changes and work taking place. Respond to issues as they arise.
• May provide data and analytic support, including monitoring of sustainability initiatives including energy usage, recycling statistics and carbon footprint, maintenance of floorplans and spreadsheets to track FF&E and occupancy. Create reports to summarize key facilities/maintenance trends and issues. Execute budgeting and purchasing processes and expense reporting. Assist with the vendor selection and bidding processes for various facilities projects. Review vendor invoices for accuracy and alignment with contracts and budgets.
• Respond to help desk tickets and escalate as appropriate.
• Ensure all work product is conducted in alignment with firm policies and procedures and guide and mentor less experienced staff. Serve as an escalation point and resource for facility maintenance problems or issues. Answer questions and help with the resolution of issues.
• Additional responsibilities as requested.

Qualifications:

• Bachelor’s Degree required, or significant progress towards degree
• 3-5 years experience in building or facilities management experience required
• Commits to satisfying internal and external customers
• Strong conceptual and critical thinking skills
• Good organizational, communication, and daily prioritization skills
• Good working knowledge of Microsoft office products familiarity with CAFM systems,
• Ability to read construction drawings
• Strong verbal and written communication skills
• Ability to build consensus
• Proven problem solving and critical thinking skills
• Willingness to adapt to change
• Ability to multi-task and prioritize
• Strong organization skills and ability to simplify processes and systems
• Ability to work in a fast-paced environment
• Strong time management and project management skills
• Ability to excel in a team environment