Facilities Administrative Services Manager at Ecolab

Naperville, Illinois, United States

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Not SpecifiedCompensation

Senior (5 to 8 years)Experience Level

Full TimeJob Type

UnknownVisa

Facilities ManagementIndustries

Requirements

Bachelor’s degree in interior design, Facilities Management, or a related field
5 years of experience in space planning and facility management
Experience with large-scale projects is highly desirable
Proficiency in CAD software and other space planning tools
Understanding of project management principles
Ability to analyze data and use it to inform space planning decisions

Responsibilities

Design and organize physical spaces to meet the functional and aesthetic needs of the Ecolab Naperville Campus
Develop and implement space plans that support Ecolab’s goals and operational requirements, including detailed layouts and schematic designs using CAD software
Oversee the maintenance and management of physical spaces, ensuring they meet health, safety, and regulatory standards
Collaborate with various departments to understand their space requirements and provide solutions that align with their needs
Maintain accurate records of space usage, occupancy, and other relevant data; use this data to forecast future space needs and make informed decisions
Manage relationships with external vendors and contractors, ensuring they deliver services in line with agreed terms
Manage furniture inventory to meet current site standards
Conduct internal space audits of office areas to ensure adherence to corporate policies and standards
Evolve space management by integrating technology, people, and sustainability to make physical spaces responsive to organizational needs
Serve as administrator for the Integrated Workplace Management System (IWMS) for corporate campuses in Naperville, IL; St. Paul and Eagan, MN
Support and coordinate building information, ensuring the integrity of all corporate building-related information and graphic representation
Provide oversight of the maintenance work order system, including development of cadence for preventative maintenance, equipment, and asset management
Lead projects for IWMS system updates and improvements, including budget management
Work with daily data feed from WorkDay (HR) to correct errors and discrepancies
Deliver basic IWMS training to facilities management personnel
Ensure all relevant drawings are current and maintained; generate accurate space reports regularly; serve as central point of contact for space information
Communicate with project management, space management, and move management for CAD needs
Proactively generate needed reports and analyses on space, including managing, reporting, and archiving space allocation data per BOMA Space Allocation Process
Maintain standards for information exchange for service providers using CAD for design intent, construction documents, and as-built representations
Log and track all on-demand and pre-scheduled maintenance activities, including preventative maintenance
Identify metrics for maintenance and space management to promote continuous improvement
Provide up-to-date floor plans
Coordinate WorkDay database needs
Partner with vendors or internal resources to support upcoming facility needs
Provide oversight for childcare and serve as community service coordinator