Site Specialist, Corporate Real Estate

FINRA

2d•Hybrid

About The Position

The Specialist, Corporate Real Estate serves as a frontline resource supporting FINRA's hybrid workplace model and facilities operations. Under general direction of the manager, this role supports workspace management with comprehensive facilities coordination to ensure seamless workplace experiences for staff and visitors across assigned location(s). As an integral member of the Corporate Real Estate team, the Specialist contributes directly to workplace efficiency and employee satisfaction across FINRA locations. Essential Job Functions: Workspace & Reservation System Management Manage hotel reservation system and resolve workspace booking issues for assigned location(s); Utilize excellent customer service skills to troubleshoot space/facility navigation and reservation process issues and provide timely guidance to employees and visitors at all levels, in a professional and client-focused manner. Conference Center Operations – Manage and maintain conference rooms and meeting spaces to ensure professional, well-organized areas; ensure equipment functionality and room readiness with minimal supervision. Facilities Service Coordination - Process and coordinate facility service requests through FM Interact system; liaise with contractors, building management, and internal staff to resolve issues. Vendor & Contractor Management – Support oversight of vendor maintenance activities and ensure compliance with FINRA procedures; maintain vendor documentation, insurance certificates, and maintenance schedules. Administrative & Procurement Operations - Process invoices, purchase requisitions, and staff relocation coordination; manage regional supply inventory and ordering processes. Asset & Inventory Control - Track equipment locations, serial numbers, and building operation supplies; coordinate with maintenance personnel on inventory management. Documentation & Compliance - Maintain organized facility records, work orders, and vendor documentation; ensure adherence to established facilities procedures and policies. Performance Analysis & Reporting - Monitor and document workspace utilization and facility performance metrics; prepare status reports on facilities operations and system effectiveness. Work autonomously on routine tasks while escalating complex issues appropriately. Demonstration of FINRA’s values. Collaboration, both in-person and virtually, in furtherance of FINRA’s mission of investor protection and market integrity.

Requirements

Associate’s degree or higher in Business Administration, Facility Management, or related field; or equivalent combination of education and related experience required.
Minimum four (4) years of experience in facilities coordination, administrative support, or customer service.
Experience with reservation systems and facilities management software.
Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).
Excellent organizational skills with attention to detail.
Outstanding communication and customer service skills.
Professional demeanor and ability to interact effectively with all levels of staff.
Problem-solving skills with proven ability to make independent decisions within established guidelines and procedures.
Ability to effectively coordinate multiple priorities in a professional environment.

Nice To Haves

Experience with procurement processes and vendor coordination preferred.

Responsibilities

Workspace & Reservation System Management Manage hotel reservation system and resolve workspace booking issues for assigned location(s)
Utilize excellent customer service skills to troubleshoot space/facility navigation and reservation process issues and provide timely guidance to employees and visitors at all levels, in a professional and client-focused manner.
Conference Center Operations – Manage and maintain conference rooms and meeting spaces to ensure professional, well-organized areas; ensure equipment functionality and room readiness with minimal supervision.
Facilities Service Coordination - Process and coordinate facility service requests through FM Interact system; liaise with contractors, building management, and internal staff to resolve issues.
Vendor & Contractor Management – Support oversight of vendor maintenance activities and ensure compliance with FINRA procedures; maintain vendor documentation, insurance certificates, and maintenance schedules.
Administrative & Procurement Operations - Process invoices, purchase requisitions, and staff relocation coordination; manage regional supply inventory and ordering processes.
Asset & Inventory Control - Track equipment locations, serial numbers, and building operation supplies; coordinate with maintenance personnel on inventory management.
Documentation & Compliance - Maintain organized facility records, work orders, and vendor documentation; ensure adherence to established facilities procedures and policies.
Performance Analysis & Reporting - Monitor and document workspace utilization and facility performance metrics; prepare status reports on facilities operations and system effectiveness.
Work autonomously on routine tasks while escalating complex issues appropriately.
Demonstration of FINRA’s values.
Collaboration, both in-person and virtually, in furtherance of FINRA’s mission of investor protection and market integrity.

Benefits

Employees may be eligible for a discretionary bonus in addition to base pay.
Non-exempt employees are also eligible for overtime pay in accordance with federal, state, or local law.
As part of its dedication to employee wellness, FINRA provides comprehensive health, dental and vision insurance.
Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short- and long-term disability, long-term care, business travel accident, disability and legal.
FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement, commuter benefits, and other benefits that support employee wellness, such as adoption assistance, backup family care, surrogacy benefits, employee assistance, and wellness programs.
Time Off and Paid Leave FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program of 15 days of paid time off, 5 personal days and 9 sick days, unless otherwise required by law (all pro-rated in the first year).
Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule).
Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employment); and childbirth and parental leave (available after 90 days of employment).
Full-time employees receive nine paid holidays.

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