Facilities Administrative Services Manager

We are seeking a Facilities Administrative Services Manager to join our team. The successful candidate will be responsible for planning, organizing, and managing the space within the Ecolab Naperville Campus to ensure optimal use and efficiency.  Additional responsibilities include administrator for the Integrated Workplace Management System (IWMS) for the corporate campuses in Naperville, Illinois and St. Paul and Eagan, Minnesota, oversight for childcare, and community service coordinator.   

What You Will Do

• Primary responsibility is to design and organize physical spaces to meet the functional and aesthetic needs of the Ecolab Naperville Campus.

• Space Planning and Design: Develop and implement space plans that support Ecolab’s goals and operational requirements. Create detailed layouts and schematic designs using CAD software.  

• Facility Management: Oversee the maintenance and management of physical spaces, ensuring they meet health, safety, and regulatory standards.

• Stakeholder Engagement: Collaborate with various departments to understand their space requirements and provide solutions that align with their needs.

• Data Management: Maintain accurate records of space usage, occupancy, and other relevant data. Use this data to forecast future space needs and make informed decisions.

• Vendor Management: Manage relationships with external vendors and contractors, ensuring they deliver services in line with agreed terms.

• Furniture Stock: Manage furniture inventory to meet the current site standards.

• Conduct internal space audits of office areas to ensure adherence to corporate policies and standards.

• Strategic Focus: Evolve space management into the discipline of the future by bringing together technology, people and sustainability to orchestrate how physical spaces flex and respond to organizational needs.

• FM:Interact  Administrator (One Ecolab) - IWMS

  • Support and coordinate building information including the overall integrity of all corporate building-related information and graphic representation.

  • Provide oversite of the maintenance work order system including the development of cadence for preventative maintenance equipment and asset management.

  • Lead projects for system updates and improvements including management of the budget.

  • 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, accurate space reports are generated on a regular basis and serve as the central point of contact regarding the space information solution for the corporate campuses.

  • 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.

  • Provide allocation data in accordance with BOMA Space Allocation Process. 

  • Maintain standards for information exchange for use with service providers who use CAD applications to do design intent, construction documents, and / or as-built representations. 

  • Logging and tracking all on-demand and pre-scheduled maintenance activities including preventative maintenance. 

  • Identify metrics for both maintenance and space management to promote continuous improvement.

  • Provide up to date floor plans.

  • Coordinate WorkDay database needs.

• Other duties

  • Partner with other vendors or other internal resources to support upcoming facility needs.

Position Details

• Naperville, IL

• Hybrid (3 days in office, 2 days remote)

Minimum Qualifications

• 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.

• Technical Skills: Proficiency in CAD software and other space planning tools. Understanding of project management principles.

• Analytical Skills: Ability to analyze data and use it to inform space planning decisions. Strong problem-solving and critical-thinking skills.

• Communication and Collaboration Skills: Excellent verbal and written communication skills. Ability to present ideas clearly and effectively to various stakeholders.

• Attention to Detail: High level of accuracy and attention to detail in a