Job details

FACILITIES SPECIALIST

COMPANY DESCRIPTION:

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities. Join the Premier Global Boutique: William Blair.

At William Blair, serving our clients starts with the capabilities and collaboration of our team—making our employees our most important asset. Unlike others, we're an independent partnership that is personally committed to our people and clients. What sets us apart is the way we do it—our culture, our values, and our commitment to local communities.

We strive to attract the most qualified, passionate candidates who specialize in investment banking, investment management, private wealth management, and a variety of other business functions.

Currently, our firm has more than 2,100 employees throughout North America, Europe, Asia and Australia.

A top priority of ours is talent development, fostering professional and personal growth of our employees. We take pride in empowering our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients have come to expect.

We work tirelessly to create an inclusive culture. Our employees have unique experiences, perspectives and backgrounds to thoughtfully meet the evolving challenges and opportunities facing our global client base amid dynamic market conditions and varying industries, whether technological, economic or geopolitical.

We are equally proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder more than 85 years ago.

For more information about our firm, log onto www.williamblair.com.

JOB SUMMARY & RESPONSIBILITIES:

Summary

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 occupancy and growth projections, space chargebacks, monitoring of sustainability initiatives, maintenance of floorplans and spreadsheets to track Furniture Fixtures & Equipment (FF&E) and occupancy. Monitor the print mail center and any other outsourced functions. Serve as an escalation point and resource for less experienced Facilities staff and outsourced teams. Respond to help desk tickets and escalate as appropriate.

Essential Responsibilities

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 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 accoding 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, as well as 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 LL What does this stand for?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 occupancy and growth projections, space chargebacks, 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. Assist with the vendor selection and bidding processes for various facilities projects. Review vendor invoices for accuracy and alignment with contracts and budgets.

Monitor the print mail center and any other outsourced facilities employees. Ensure satisfactory service aligned with contract terms and internal expectations.

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:

Qualifications

Commits to satisfying internal and external customers

Strong conceptual and critical thinking skills

Good organizational, communication, and daily prioritization skills

Basic 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

Education

Bachelor's Degree required, or significant progress towards degree

Three to five years of experience in building or facilities management experience required

By William Blair

Empower Colleagues. Deliver Client Success. Engage in Our Communities. At William Blair, serving our clients begins with the capabilities and collaboration of our teams - making our employees our most important asset. We believe that when we cre...

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FUNDING

Private

INDUSTRY

Investment & Asset Management

TEAM SIZE

1001-5000

LOCATION

Hybrid, based in Chicago, IL

DATE POSTED