Facilities Operations Specialist

2 weeks ago

Chicago, Illinois, United States TEKsystems Full time
Job Summary

We are seeking a highly organized and detail-oriented Facilities Coordinator to join our team at TEKsystems in Chicago.

The successful candidate will be responsible for providing facilities services, including building maintenance, procurement of supplies, and daily inspection of site(s). They will also serve as a liaison with building maintenance and internal/external business partners, including vendors and corporate teams.

Key Responsibilities:

  • Provide facilities services to ensure proper building maintenance and procurement of supplies.
  • Liaise with building maintenance and internal/external business partners.
  • Oversee budgets and create spreadsheets/trackers, including Purchase Orders.
  • Create weekly activity and status reports.
  • Provide conference room arrangement and maintenance, including calendar scheduling.
  • Assist with providing equipment removal passes and visitor badges where required.
  • Perform other support duties as required by the department or office.

Additional Day-to-Day Tasks:

  • Maintain professional appearance of common areas and conference rooms.
  • Greet and assist all visitors; maintain company visitor sign-in book. Coordinate visitor transportation and travel if needed.
  • Order, maintain, and track inventory for break room and office supplies. Maintain professional appearance of break rooms and conference rooms.
  • Handle any user errors/questions - day-to-day can be different based on volume of requests.
  • Help with any transitions and moves.
  • Vendor management – Coordinate service requests with property management and/or external vendors. Handling issues as they arise.
  • Use employee information applications to obtain employee information and conference room schedules.
  • Function as after-hours contact for property management.
  • Be responsible for overall office safety and security.

Client Culture/Expectations:

  • Manager isn't always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed.
  • Navigating an environment with little to no set processes.
  • Focus on relationship building- leveraging your team relationships for knowledge transfer and collaboration.
  • Not only understanding your role, but proactively Identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement.
  • Seeking answers if not readily available.
  • Following processes established in training.
  • Taking initiative – becoming the subject matter expert in your role
  • Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement and ways to take on more tasks and add value

Common Challenges:

  • Little direction given– ability to troubleshoot issues without a manager present. Making sure you understand your manager's expectations – requires you to put forth the effort to have this conversation.
  • Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role.
  • Task-oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.

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