Facilities Specialist

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We’re hiring! Beacon Hill has partnered with a prestigious financial services firm in downtown Chicago in hiring a Facilities Coordinator to start immediately. This role ensures efficient, safe, and well-maintained physical environments across branch offices and corporate locations. This role supports business continuity, employee productivity, compliance, and an exceptional client experience.

Key Responsibilities

• Oversee repair and maintenance of building systems (HVAC, electrical, plumbing, security).
• Act as the primary point of contact for urgent maintenance issues and emergency response.
• Schedule and supervise preventive maintenance (e.g., filters, lighting, equipment checks).
• Identify, source, and negotiate contracts with vendors/contractors (cleaning, security, landscaping, maintenance).
• Review and approve all invoices; track service performance and enforce service-level agreements.
• Manage and track facilities budget; analyze spending and recommend cost-saving initiatives.
• Conduct regular inspections for health, safety, and regulatory compliance; maintain documentation.
• Implement and monitor access control systems (keycards, fobs) and align with security protocols.
• Assist with office setup, relocations, and layout optimizations during branch openings or remodels.
• Oversee allocation of furniture, equipment, and workspace resources.
• Serve as the first responder to facility incidents; coordinate repairs and follow-ups.
• Act as the main internal liaison for staff, addressing facility-related questions, complaints, and requests.
• Maintain accurate records of contracts, warranties, inspection reports, work orders, and service logs.
• Prepare periodic reports on vendor performance, compliance checks, and budget metrics.

Required Skills & Qualifications

• 3+ years in facilities coordination, property management, or operations support-ideally within financial services or regulated industries.
• Bachelor’s degree preferred, or relevant combination of experience and certifications.
• Familiarity with building systems (HVAC, plumbing, electrical, security).
• Proficiency with CMMS or maintenance tracking tools (e.g., Corrigo).
• Strong vendor contract negotiation and administration skills.
• Experience managing departmental budgets and vendor payments.
• Knowledgeable in safety, regulatory, and environmental standards relevant to financial institutions.
• Excellent coordination skills and ability to work with internal teams, vendors, and leadership.
• Effective verbal and written communication for documentation and cross-functional collaboration.
• Ability to prioritize and respond to unexpected facility issues, including outside normal business hours.
• Certification in Facility Management or related field (e.g., FMP, CFM) preferred.
• Experience supporting distributed locations or multi-state branch networks.
• Basic project management capabilities for office expansions or major refurbishment.

A1442076CHI_1784317064

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