Facilities Specialist

William Blair•Chicago, IL

About The Position

The Facilities Specialist supports the successful construction, upkeep, and decommissioning of William Blair facilities. The role executes space planning, build-outs, move-ins, furniture reconfigurations, construction projects, and equipment changes, and may oversee repairs and replacements involving mechanical and engineering systems, furniture, and the built environment. The specialist coordinates with vendors, consultants, landlords, internal teams, and management to plan and communicate facilities work. The position maintains facility data and documentation, including CAFM records, floor plans, FF&E and occupancy tracking, and reports on facilities and maintenance trends. It may also monitor sustainability initiatives, support budgeting and purchasing, review vendor invoices, assist with event setup, respond to help desk tickets, and serve as an escalation resource for facilities issues. The role ensures that work complies with firm policies and procedures and may guide and mentor less experienced staff.

Requirements

Bachelor’s degree required, or significant progress toward a degree.
3–5 years of experience in building or facilities management required.
Commitment 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 multitask and prioritize.
Strong organizational 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, move-ins, furniture reconfigurations, construction projects, and equipment changes.
Work with management to identify solutions and coordinate bidding processes for vendors.
Track space changes, including FF&E, in CAFM systems; implement planning for new or reconstructed space and track build-outs against budget and schedule.
Execute move-ins and record changes in CAFM systems in a timely manner.
Publish accurate, timely floor plans and maintain their history.
Inspect spaces for defects, maintenance issues, and vendor performance; ensure offices meet established specifications.
Ensure newly constructed spaces and new-hire spaces are clean and ready for move-in, and coordinate welcome arrangements for employees who relocate or join.
Communicate with department contacts and management throughout facilities projects and track changes.
Determine maintenance needs and may oversee repairs and replacements for mechanical and engineering systems, including HVAC, supplemental AC, lighting, sound masking, and kitchen equipment, as well as furniture and the built environment.
Execute vendor selection, including RFPs when appropriate, and coordinate work with vendors, consultants, landlords, and internal resources.
Respond to facilities issues and help resolve questions and problems.
Provide data and analytical support, including monitoring sustainability initiatives such as energy use, recycling statistics, and carbon footprint, and maintaining floor plans and FF&E and occupancy spreadsheets.
Create reports summarizing facilities and maintenance trends and issues.
Execute budgeting, purchasing, and expense-reporting processes.
Assist with vendor selection and bidding for facilities projects and review vendor invoices for accuracy and alignment with contracts and budgets.
Respond to help desk tickets and escalate them as appropriate.
Ensure work aligns with firm policies and procedures and guide and mentor less experienced staff.
Serve as an escalation point and resource for facility maintenance problems and issues.
Assist Hospitality and other departmental teams with event furniture and equipment setup.
Perform additional responsibilities as requested.