Facilities Analyst

Job description

Position Information Hiring Manager: Senior Director, Facilities Department: Facilities Department Overview The Facilities Department is responsible for space management and ensures that the Firm offers 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 space management including working with building management, brokers, architects, general contractors and vendors. Position Responsibilities Golub Capital seeks to hire a motivated individual with facilities experience and / or interest in supporting our Chicago or New York office. The ideal candidate must be flexible with the ability to multi-task, make decisions in a fast-paced environment and be willing to pitch in wherever needed. The primary focus of the position is to assist the Facilities Team with handling day-to-day operations and maintenance of the office to ensure that all needs are met for onsite employees. The position offers significant visibility and impact, requiring a highly motivated, professionally mature and discreet individual. The hours for this position are 8:30 AM – 5:30 PM but the individual must be flexible on hours as required for this role. The position requires the candidate to be available by cell phone during non-working hours including weekends as needed. Responsibilities will include, but not limited to, the following: Logging and responding to all service issues reported to the Facilities Team Placing service tickets / calls to vendors and building engineers for repairs and maintenance assistance Coordinating and monitoring on site vendors such as HVAC and building engineers Assisting with invoice processing and tracking Performing daily walkthroughs to identify maintenance issues and taking steps to remedy Handling the Facilities maintenance calendar to track all maintenance visits Maintaining the Firm’s AED, first aid and fire life safety training program with assistance from property management Conducting new hire orientation and giving tours to new hires Collecting / logging all Certificate of Insurances (COIs) for vendors and following up on expired COIs to ensure proper coverage Monitoring after-hours vendor work on an as needed basis Ad-hoc projects as assigned Candidate Requirements Qualifications & Experience: Bachelor’s degree required A minimum of 2 years of corporate office experience; 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 Strong relationship building skills and possesses a helpful attitude Ability to maintain confidentiality in all aspects of job responsibilities Strong work ethic Must be flexible about hours and available after hours on work provided cell phone Must have the ability to work from 8:30 AM – 5:30 PM Proactive problem-solving approach A “no task is too small” attitude Ability to manage changing demands in fast-paced environment with strong multi-tasking skills Enthusiastic about working in office and creating a Gold Standard hybrid work culture Critical Competencies for Success Our Gold Standards define 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. 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. 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. 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, budgets, office management) and balances multiple priorities while maintaining accuracy. Vendor Management: Manages and coordinates with external vendors. Researches and identifies new vendors as needed and monitors performance. Project / Program Management: Manages projects and / or programs through planning, identifying resources, monitoring and communicating project activities and assessing impacts of project decisions. Compensation & Benefits For Illinois and New York Only: It is expected that the base salary range for this position will be $65,000 - $90,000. Actual salaries may vary based on factors such as skills, experiences and qualifications for the role. The total compensation package for this position may also include other elements and discretionary awards in addition to a full range of medical, financial and / or other benefits (including 401(k) eligibility and various paid time off benefits such as vacation, sick time and parental leave) dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an ‘at-will position’ and the Firm reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time including for reasons related to individual performance, Firm or individual department / team performance and market factors. Golub Capital is an Equal Opportunity Employer. Due to the highly regulated nature of Golub Capital’s business and because of the sensitivity of the information that all personnel have access to, Golub Capital performs extensive and thorough pre-hire screens to ensure that its personnel act with expected levels of integrity, professionalism and personal responsibility. Please review Golub Capital’s US Job Applicant privacy notice and, for California residents, the California Applicant privacy notice for information on how your personal data is collected, processed and stored.