Facilities Administrator

  • State of Wisconsin Investment Board
  • Madison, WI, USA
  • Jan 31, 2024
Full time Admin-Clerical Facilities Installation-Maint-Repair Skilled Labor

Job Description

Our Agency
Making a Difference
The State of Wisconsin Investment Board (SWIB), founded in 1951, is a premier global investment organization responsible for managing the more than $145 billion of assets of the Wisconsin Retirement System (WRS), the State Investment Fund and other funds. Through SWIB’s effective and innovative investment management, WRS remains one of the only fully funded US public pensions. We are the 9th largest public pension fund in the U.S. and the 25th largest public or private pension fund in the world. SWIB is recognized by the investment industry for our teamwork and innovation. SWIB pursues sophisticated global investment strategies across the asset and risk allocation spectrum. Providers across the investment ecosystem seek to partner with SWIB.
 
Serving more than 663,00 teachers, public safety, and other pension participants, SWIB is a mission-driven organization. For public employees and the 1,500 Wisconsin employers who contribute on their behalf, we are a trusted partner. Our team innovates continuously to meet the challenges of an evolving investment landscape while growing and protecting the assets of the WRS.
 
SWIB provides a strong, steady economic pillar for the state of Wisconsin by growing the trust funds under its management, managing risk, and optimizing costs of the long term. We are a mission-driven organization and the participants we serve are our mission. By bringing a disciplined, prudent, and innovative approach to market opportunities, SWIB has been successful in generating required returns and maintaining the trust of the beneficiaries and stakeholders of the funds we oversee.
 
Home To Top Talent
Our high-performing staff is key to what makes us a premier investment manager. SWIB is committed to investing in talented professionals to implement our robust, sophisticated investment strategies and to keep the organization at the forefront of the investment industry. We encourage innovation and offer professional development opportunities to help staff sharpen and expand their skills. Approximately 61 percent of SWIB’s investment professionals are Chartered Financial Analyst (CFA) charterholders.
 
About the Team
The Administrative Services Team (AST), is at the center of the organization, working closely with all divisions as we look to provide effective, efficient, and consistent support to SWIB staff, the public, and the board of trustees. We are the first point of contact with external guests while coordinating logistics around guest management and a positive experience with SWIB. The primary administrative tasks are managed within the team from calendaring for senior leaders, coordination of events, and supporting both paper and digital files, including triage of all incoming and outbound mail/packages.  The team is involved in coordinating travel and meeting and material preparation for both board and agency meetings. Items related to facilities and health and safety are included in our responsibilities. Through these responsibilities and more, we are involved in many aspects of supporting the business and able to continue to expand our knowledge in various areas.  Individuals play a critical role in understanding how to navigate the agency, looking for ways to find more efficient ways of working with the work they own, and establish protocols that are referenced by the entire team. Thoughts and ideas are encouraged as we continue to expand the services we can provide, by creating efficiency in our work.                      
 
Position Overview
We are seeking a Facilities Administrator to assist with the operations of our facilities. Our office is located inside the brand-new Madison Yards building located at 4703 Madison Yards Way on the west side of Madison. As renters, the building itself has a contracted building management company so this position will focus on managing facility-related issues and procedures for our organization which consists of our offices on 4 floors. They are also responsible for addressing issues that arise in a start-to-finish approach, which may include coordinating with external vendors in some instances. This position is a mixture of hands-on physical work to complete tasks such as assisting with room setup as well as the ability to develop written documents, communicate clearly with vendors and staff, and deliver effective and efficient results in a customer focus approach. A strong level of professionalism is required along with being a self-starter, and a positive, can-do attitude.
 
Essential activities:
  • Oversee all day-to-day running of the facilities' operations effectively in a client-reactive environment.
  • Establish and maintain a detailed and organized maintenance log, documenting all repairs, installations, and maintenance activities.
  • Establish and manage relationships for key vendors and follow up that their contracts are meeting SLAs. 
  • Initiate and support the quote and proposal process for facilities work.
  • Create and write detailed processes for routine work and backup procedures. 
  • Submit and track work orders through to completion.
  • Ensure office layouts are optimized for functionality, safety, and aesthetics.
  • Conduct routine inspections of office facilities to identify issues, uphold high standards of cleanliness, and organization throughout the office. Address areas in need of attention.
  • Communicate with staff and management regarding any facility-related concerns and provide regular updates on maintenance activities.
  • Monitor and replenish supplies for common areas, such as kitchenettes and restrooms.
  • Room setup for conference rooms and workspaces.
  • Oversee security access process and security protocols. 
  • Safety team member and coordinate necessary steps to support the safety program. 
  • Submit Purchase order requests, purchase card reconciliation, and budgets adhered to. 
  • Initiate and support the quote and proposal process for facilities work.
  • Ensure all paperwork and procedures are maintained to support internal or external audits. 
  • Maintain a professional appearance and demeanor while interacting with colleagues, visitors, and contractors.
  • Act as a backup to the administrative and reception staff, assisting with tasks like answering phones, greeting visitors, and managing mail and deliveries.
  • Perform basic repairs and maintenance tasks and address any general wear and tear in the office space.
  • Due to the nature of this role, the expectation would be 5 days a week in the office. 
The ideal candidate:
  • Experience working in facilities management preferred. 
  • High school diploma or equivalent (additional relevant certifications are a plus).
  • High attention to detail and an eye for aesthetics, self-driven, and self-starter.
  • Demonstrated experience in process improvement.
  • Strong organizational and problem-solving skills
  • Ability to lift up to 70lbs.
  • Basic computer skills for maintenance log management.
  • Ability to work effectively within the organization and with all levels of staff cross-functionally.
  • Problem solver with the ability to work independently on projects and prioritize accordingly.
  • Experience working with contractors. 
  • Knowledge of office safety procedures and compliance standards is a plus
  • Ability to understand general commercial building terminology.
  • Ability to perform basic maintenance, with a strong understanding of basic tools and techniques is a plus.
  • Demonstrated ability to take initiative to increase knowledge and capability to support roles through learning and attending trainings.
SWIB Offers:
  • Competitive total cash compensation, based on AON (formerly McLagan) industry benchmarks
  • Comprehensive benefits package
  • Educational and training opportunities
  • Tuition reimbursement
  • Challenging work in a professional environment     
The position requires U.S. work authorization.
 
All SWIB employees are subject to SWIB’s Ethics Policy and Personal Trade Approvals Policy. These policies include restrictions on outside business activities and employment and have limits on personal trading.  You may request copies of these policies from SWIB’s talent acquisition team and any questions can be answered by SWIB’s compliance team.