Facilities Coordinator

The Company:

Mesirow is an independent, employee-owned firm founded in 1937. As specialists in investment, risk management and advisory services, we are committed to helping our institutional, corporate, and individual clients achieve their objectives. We are proud of Mesirow’s culture of fostering team member engagement, entrepreneurship, and empowerment. Our positive culture, volunteerism, and opportunity for advancement makes Mesirow one of the few employers to be included in both Chicago Tribune’s Top Places to Work and Crain’s Best Places to Work in Chicago.

The Opportunity:

We are seeking a highly motivated Facilities Coordinator to work out of our Chicago office, serving as operational support for Mesirow’s Facilities Services Team.

The Role of the Facilities Coordinator is to respond to and manage all facilities requests to completion. This requires excellent follow-thru and organizational skills with creative problem-solving capabilities.

Responsibilities:

Support our highly motivated Facilities Team by serving as a resource in assisting in the following:

• Responsible for responding to all facilities requests from Mesirow Chicago area locations. Contact building management and vendors as necessary to fulfill facility requests.
• Responsible for expediting moves throughout Mesirow’s Chicago area offices. Coordinate the move with the assistance of several other departments to ensure a smooth transition to a new location. Schedule appropriate vendors and manage resources during move.
• Perform weekly walkthrough of all Mesirow Chicago floors tracking repairs that need to be done. Coordinate and follow-up with appropriate vendors to have tasks completed.
• Meet and escort vendors when they come to Chicago Mesirow Financial offices to make sure they understand the scope of work and review at conclusion to assure positive results.
• Maintain filing system and keying schedule for private office, workstation and filing cabinets for all locations. Keep master keys for all offsite locations and Chicago offices.
• Manage Facilities FM System. As calls/emails come in, assign calls to facilities staff and manage FM system. Run reports weekly and review with Facilities Manager.
• Execute and process all new hires and terminations from a facilities perspective and communicate with other departments to ensure a smooth transition into/out of the workplace. (Including badge activation, welcome mat, nameplate, desk clean-out…etc)
• Maintain all rent allocations to ensure they are accurately documented; generate reports quarterly.
• Coordinate and assist with construction projects for Illinois offices. Scheduling regular meetings with contractors and vendors, document all details, print drawings and designs to distribute.
• Primary back-up for C-Cure security system.
• Other general miscellaneous duties and projects as requested.
• Provide administrative support to Facilities management staff as needed.
• Provide back up support to Conference Center reception desk as needed.

Requirements:

• Minimum 3 years proven Facilities experience at a mid to large size corporation
• Bachelors degree or equivalent experience preferred
• Proficient in Excel, Outlook and Word.
• Experience with FM:Systems or other Facilities Management Software a plus
• Experience with C-Cure or other Security Management Software a plus
• Takes direction well and demonstrates proactive follow through on assigned tasks
• Capable of prioritizing and managing multiple tasks in a fast-paced environment, while retaining composure under pressure
• Ability to independently analyze, research and problem solve
• Excellent verbal and written communication skills
• Strong interpersonal skills, with a desire to foster relationships and collaborate across departments
• Excellent written and verbal communication skills; high level of interpersonal skills needed
• Exceptional organization skills; Exceptional follow-through skills needed

EOE