Facilities Specialist

William Blair; Chicago (IL); On-site; USD 80,000 - 90,000; Full time

Job summary

William Blair seeks an experienced Facilities Manager to ensure successful construction, upkeep, and decommissioning of office spaces. You will handle space planning, build-outs, move-ins, and vendor coordination, with a focus on FF&E and CAFM tracking for occupancy and sustainability metrics.

You will oversee maintenance and vendor performance for mechanical systems, read construction drawings, and provide data-driven support to management.

Qualifications

• Bachelor’s Degree required, or significant progress towards degree
• 3-5 years experience in building or facilities management 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

Responsibilities

• Execute space planning, build-outs and move-ins, including furniture changes; coordinate vendor bidding.
• Track space changes (FF&E) and maintain CAFM records; align with budget and schedule.
• Oversee maintenance for mechanical and engineering systems; manage vendor selections and RFPs.
• Provide data analytics on sustainability, occupancy, and space utilization; generate reports.
• Respond to help desk tickets; mentor junior staff and coordinate with departments.

Skills

Facilities management

Project management

Communication

MS Office familiarity

CAFM systems knowledge

Construction drawings

Education

Bachelor's degree

Tools

CAFM software

Job description

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities.

Join William Blair, the Premier Global Partnership.

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 expedite 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 expedite 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

A reasonable estimate of the current base salary range at time of posting is below. Base salary does not include other forms of compensation or benefits. Actual base salary within the specified range is based on several factors, including but not limited to applicant’s skills, prior relevant experience, specific degrees and certifications, job responsibilities, market considerations and, if applicable, the location of the position.

This role is eligible for either a discretionary annual bonus (based on company, business unit and individual performance) and/or commission-based incentives.

Our featured benefit offerings include medical, dental and vision coverage, employer paid short & long-term disability and life insurance, 401(k), profit sharing, paid time off, Maven family & fertility benefit, parental leave (including adoption, surrogacy, and foster placement), as well as other voluntary benefits.

Salary Range

$80,000—$90,000 USD

About Our Firm

William Blair strives to attract qualified candidates who specialize in investment banking, investment management, private wealth management, and other strategic resource groups. We are committed to empowering our colleagues to deliver client success and engage in our communities. Our firm has delivered trusted advice for nine decades, continuing to deepen our expertise and relationships across asset classes and markets throughout North America, Europe, and Asia. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries. What sets us apart is that we are an independent partnership, with colleagues who have unique experiences, perspectives, and backgrounds. We empower our people to bring their best thinking so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect. We invite you to learn more about us by visiting williamblair.com.

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee’s ability to perform the duties of the job applied for. EOE m/f/d/v

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