Site Specialist

Role: Site Specialist

Location: Chicago, IL (8am-5pm CST).

Long term need -just signed a 10-year lease on this office

Role:

• Take ownership of and run the Chicago site (large office with 2.5 floors and hundreds of seats)
• Manage preventative maintenance calendar
• Manage vendors quite a bit: schedule vendors and do quality control on their work.
• Manage office/workspace reservation and hoteling
• Will be up and moving 20% of the day- will move office supplies, set up meeting rooms, refill snacks/inventory/coffee).
• Draft professional correspondence that gets blasted to the office

** Residential property management folks are ok . Bonus if they have commercial or corporate property/facilities management

• Polished communication: will be the face of this office
• Some physical ability (will be up and moving 20% of the day- will move office supplies, set up meeting rooms, refill snacks/inventory/coffee).
• Ability to answer and track tickets/work orders (don’t need the experience) (Will do 5-10 tickets / week)

Bonus

• Property management /assistant property experience ßworked at property management company / was a property manager. BUT BE CAREFUL: some property managers may feel this is not a step up in their career

Interview: One-and-done interview (does prefer onsite /meet-and-greet)

JD: The Specialist, Corporate Real Estate serves as a frontline resource supporting our's hybrid workplace model and facilities operations. Under general direction of the manager, this role supports workspace management with comprehensive facilities coordination to ensure seamless workplace experiences for staff and visitors across assigned location(s). As an integral member of the Corporate Real Estate team, the Specialist contributes directly to workplace efficiency and employee satisfaction across office locations.

Essential Job Functions:

Workspace & Reservation System Management

Manage hotel reservation system and resolve workspace booking issues for assigned location(s);

Utilize excellent customer service skills to troubleshoot space/facility navigation and reservation process issues and provide timely guidance to employees and visitors at all levels, in a professional and client-focused manner.

Conference Center Operations – Manage and maintain conference rooms and meeting spaces to ensure professional, well-organized areas; ensure equipment functionality and room readiness.

Facilities Service Coordination - Process and coordinate facility service requests through FM Interact system; liaise with contractors, building management, and internal staff to resolve issues.

Vendor & Contractor Management – Support oversight of vendor maintenance activities and ensure compliance with our procedures; maintain vendor documentation, insurance certificates, and maintenance schedules.

Administrative & Procurement Operations - Process invoices, purchase requisitions, and staff relocation coordination; manage regional supply inventory and ordering processes.

Asset & Inventory Control - Track equipment locations, serial numbers, and building operation supplies; coordinate with maintenance personnel on inventory management.

Documentation & Compliance - Maintain organized facility records, work orders, and vendor documentation; ensure adherence to established facilities procedures and policies.

Performance Analysis & Reporting - Monitor and document workspace utilization and facility performance metrics; prepare status reports on facilities operations and system effectiveness.

Requirements:

Minimum four (4) years of experience in facilities coordination, administrative support, or customer service.

Experience with reservation systems and facilities management software.

Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).

Excellent organizational skills with attention to detail.

Outstanding communication and customer service skills.

Professional demeanor and ability to interact effectively with all levels of staff.

Problem-solving skills with proven ability to make independent decisions within established guidelines

Ability to effectively coordinate multiple priorities in a professional environment.

Experience with procurement processes and vendor coordination preferred.

Work Conditions:

ABILITY TO LIFT UP TO 50 LBS, AND PUSH CARTS AND TABLES WEIGHING UP TO 75 LBS.

Full-time onsite presence in office location required.

Must be able to work outside of normal business hours and remain on-call 24 hours/day.

Some travel may be required.