Facilities Analyst, Chicago

3 weeks ago

Chicago, United States Golub Capital Full time

Position Information

Hiring Manager:
Senior Director, Facilities

Department:
Facilities

Department Overview

The Facilities Department is responsible for space management and ensures that the Firm has the most suitable and safe working environment for its employees and their activities. The Facilities Department at Golub Capital is involved in both strategic planning and day-to-day operations. Responsibilities include operation of all aspects of a space management including working with building management, brokers, architects, general contractors and vendors.

Position Responsibilities

The primary focus of the position is to assist the Facilities Team in the Chicago office with handling day-to-day operations and maintenance of the property to ensure that all needs are met for the business. The position has high visibility and high impact and requires a hard-working, mature and discreet individual.
- Log and respond to all service issues reported to the Facilities Team
- Place service tickets / calls to vendors and building engineers for repairs and maintenance assistance
- Coordinate and monitor on site vendors such as HVAC and building engineers
- Assist with processing invoices and tracking within the Facilities tracker
- Manage the IMAC process in support of internal moves, adds and changes to staff
- Enter and maintain contacts and relevant CRM data
- Perform daily walkthroughs to identify maintenance issues and take steps to remedy
- Handle the Facilities Maintenance calendar to track all maintenance visits
- Maintain the Firm’s AED, first aid and fire life safety training program with assistance from property management
- Conduct new hire orientation and give tours to new hires
- Maintain floor plans and data posted to SharePoint for public access
- Collect and log all COIs for vendors. Follow-up on expired COIs to ensure proper coverage.
- Monitor after-hours vendor work on an as needed basis
- Ad-hoc projects as assigned
- Qualifications & Experience:_
- Bachelor’s degree or equivalent education required
- Facilities or project management experience is preferred
- Strong Microsoft Office skills, familiarity with SharePoint and CRM program a plus
- Excellent verbal and written communication skills
- Strong organizational skills
- Thorough, meticulous and highly accurate
- Knows when to ask questions with a heightened sense of urgency
- Friendly, upbeat, pleasant demeanor; good at building alliances and possesses a helpful, client support attitude
- Ability to maintain confidentiality in all aspects of job responsibilities
- Strong work ethic, flexible about hours, available after hours on iPhone
- Proactive problem-solving abilities
- A “no task is too small” attitude
- Ability to manage changing demands in fast-paced environment with strong multi-tasking skills
- Abide by our work-in-office policies then in effect

Critical Competencies for Success

Our Gold Standards Model defines key behaviors and competencies across 4 dimensions: Leadership, Achieving Results, Personal Effectiveness and Thinking Critically. These behaviors and competencies drive our ability to win together.
- Leadership: Role models in this area consistently focus on the right goals and priorities and continually develop themselves and others. Always team players, they influence and engage with others to contribute to a supportive and inclusive culture where all feel welcome.
- Achieving Results: Role models in this area are high achievers who develop careful plans and deliver consistently and effectively. They hold themselves and others accountable for delivering high quality results, and they remove barriers to ensure others can contribute and grow.
- Thinking Critically: Role models in this area understand our business, rely on analytical reasoning and seek diverse perspectives to solve problems. They are forward thinking, anticipating issues and addressing them in advance.
- Personal Effectiveness: Role models in this area build strong relationships, treat others with respect and communicate effectively. They are driven to exceed expectations and are adaptable to changing circumstances.

The department-specific competencies define the knowledge, skills and abilities that are needed to successfully perform the functional or technical work of this role.
- Facilities Management: Manages facility maintenance, issue resolution, business continuity and associated processes and budgets.
- Office Automation: Understands office automation and drives related processes, leveraging an agile and creative mindset to drive innovative value creation, continuous process improvement and proactive learning through new technology, processes and people.
- Internal Customer Focus: Understands internal customers’ business and carries out facilities-related responsibilities to meet business needs and ensure satisfaction.
- Administrative Excellence: Understands administrative processes and systems (e.g., documentation, calendars, budg

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