Facilities Manager Associate

Position Overview

The Facilities Manager Associate is responsible for ensuring the optimal utilization of the organization's facilities. Responsible for coordinating the day-to-day operations of the organization’s facilities and the facilities support staff, including but not limited to: tenant management, facility vendor support, and coordinating events held within the facility. May also manage the design, planning, remodel, construction and maintenance of one or more of the organization’s facilities. Plans, budgets, and schedules facility modifications, including estimates on equipment, labor, materials and other related costs. Designs and develops organizational policies relevant to the facilities department. Oversees the coordination of building space allocation and layout, communication services and facilities expansion. May have responsibility for establishing and overseeing health and safety standards. Selects, develops, and evaluates personnel to ensure the efficient operation of the function.

Responsibilities

Overall Responsibilities

• Responsible for coordinating the day-to-day operations of the Lisle office complex
• Develop, mentor, train, and supervise department support staff
• Backup administration of security badges for onboarding employees and contractors; process requests for lost or replacement badges
• Receive, assess and route hotline calls and emails to appropriate person within Facilities, or refer the issue to correct department for handling
• Participate in discussions with other managers and supervisors on facility-related request for proposals (RFP) for services managed by the Facilities Department, including janitorial, food services, landscaping, irrigation, interior plants, and snow removal; provide secondary support for all other facilities’ vendor contracts
• Supervise the coordination of internal and external moves of Navistar employees
• Supervise Facilities Associate positions

Accounting and Budget Responsibilities

• Manage department budgets for three cost centers, including working with the Finance Department managers and Facilities Director to plan yearly budgets for related cost centers
• Prepare monthly accruals to account for accurate spend in the correct month
• Meet with Finance Department to discuss and reconcile monthly spend
• PeopleSoft/Requisition/Purchase Order Superuser; create requisitions for purchase orders for Facilities purchases; ensure requisitions contain proper backup and detail allowing timely approval of requests; review velocity reports on a weekly basis to ensure no Facilities items are on this report causing delay in generation of purchase orders or payment of invoices; responsible for timely correction of errors for an accurate resolution of workflow and payment

Tenant Management Responsibilities

• Responsible for providing accurate billing and invoicing to tenant for services outside the operational costs in the lease
• Create work tickets within company INFOR system for all employees and tenants request for maintenance or building issues needing attention
• Conduct Facilitates meetings with tenant managers as needed
• Ensure daily calls and emails from tenants regarding maintenance requests, janitorial services, issues involving electrical, plumbing, and HVAC systems, tenant moves within or out of facility, workstation keys, office/room keys, and access badges are managed promptly and professionally

Minimum Requirements

• Bachelor's degree and at least 4 years of facilities or administration experience

OR

• Master's degree and at least 2 years of facilities or administration experience

OR

• At least 6 years of facilities or administration experience

Additional Requirements

• Qualified candidates, excluding current employees, must be legally authorized on an unrestricted basis (US Citizen, Legal Permanent Resident, Refugee or Asylee) to be employed in the United States. We do not anticipate providing employment related work sponsorship for this position (e.g., H-1B status)

Desired Skills

• Corporate Facilities experience a plus
• Excellent project management and time management skills
• Strong interpersonal and analytical abilities including well developed written and verbal communication skills
• Ensures professional appearance of the buildings for employees, guests, and customers
• Delivers superior service levels to internal and external customers