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Facilities Coordinator

Houlihan Lokey

Houlihan Lokey

Administration, Operations
New York, USA
Posted on Friday, May 17, 2024

Business Unit:

Shared Services

Industry:

CORP - Corporate

Overview

Houlihan Lokey (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and valuation. The firm serves corporations, institutions, and governments worldwide with offices in the United States, Europe, the Middle East, and the Asia-Pacific region. Independent advice and intellectual rigor are hallmarks of the firm’s commitment to client success across its advisory services. Houlihan Lokey is the No. 1 investment bank for all global M&A transactions, the No. 1 M&A advisor for the past seven consecutive years in the U.S., the No. 1 global restructuring advisor for the past eight consecutive years, and the No. 1 global M&A fairness opinion advisor over the past twenty years, all based on the number of transactions and according to data provided by Refinitiv. For more information on the firm, please visit our web site at www.hl.com.

Scope

The Facilities Coordinator is responsible for providing day-to-day support for the Facilities Manager, Assistant Office Manager and/or Office Manager and related team members. This involves various responsibilities, including, but not limited to local process management, project management, responding to facilities related inquiries, set-ups for new hires and guests, building security management, and vendor relationships.

Responsibilities

  • Act as Super Admin for multiple systems, including Condeco, our space management system, Avigilon, our Access Control Management System, Parcel Tracker, our package management system, and others.
  • Manage onboarding and offboarding for these systems, training employees on and administering user access to above systems, providing ad hoc user management and support.
  • Database maintenance for multiple databases essential to internal operations, including lists of Administrative support staff and reports, expense delegates, and facility maintenance trackers.
  • Liaison with building management, ensuring compliance with vendor Certificates of Insurance (COIs) and submitting tickets to address facility-related issues on behalf of the firm.
  • Manage and reconcile ad-hoc facility expense invoices, ensuring accurate allocation of charges to appropriate business units
  • Daily walk-through of the office space to ensure the office space is clean and organized at the start of and throughout the day.
  • Manage floorplans – coordinate with Presentations and Graphics to make additions, deletions and changes as needed to keep plans up to date.
  • Ensure workspaces for guests and new hires are set-up with supplies and name tags at the beginning of the day, liaison with hospitality team to ensure new spaces are cleaned..
  • Assist with arranging for regular maintenance of equipment (e.g.. heating and HVAC system, alarms, security cameras). Handle maintenance calls for repairs to office space, furniture and appliances.
  • Assist in supply ordering for the office and departments.
  • Issue and deactivate building security ID cards and parking where applicable.
  • Adjust and Oversee the schedule for cleaning and disinfecting office space and hoteling desks.
  • Ensure compliance with health and safety regulations.
  • Assist Manager in planning local holiday and morale building events for the entire office as well as planning Give A Day opportunities for local employees. Work closely with our Healthy Living and DE&I committees to support in house efforts and events.
  • Guide employees to the appropriate resources to resolve office related inquiries or issues.
  • Provide support for other HR projects and perform duties as assigned

Basic Qualifications

  • Minimum 1-2 years facilities, customer service or hospitality related experience.
  • Exceptional detail orientation and organization skills (with strong sense of urgency and follow up/follow through)
  • Strong analytical, organizational, and problem-solving capability
  • Basic project management skills
  • Understanding of safety regulations in offices
  • Familiarity with office equipment and security systems
  • Significant experience working with Microsoft Outlook, Word, Excel and PowerPoint
  • Ability to multi-task in a fast-paced environment
  • Strong interpersonal and customer service skills with clients and team members
  • Strong, clear and professional written and verbal communication skills
  • Ability to actively listen and accurately interpret directions and instructions
  • Actively seeks and responds positively to feedback; highly coachable
  • Takes personal responsibility for the quality and timeliness of work; achieves results with little oversight
  • ‘Can-do’ attitude and proactive, solution-focused individual
  • Exercise good judgment, a high level of integrity and ability to maintain confidentiality at all times
  • Displays a level of professionalism in accordance with the Company’s values
  • Ability and desire to help define role and develop new skills, as specific responsibilities may change over time
  • Ability to have a flexible work schedule

Salary Range

Houlihan Lokey is committed to providing its employees with an exciting career opportunity and competitive total compensation package, which may include other components such as discretionary incentive compensation. The firm’s good faith and reasonable estimate of the possible salary range for this role at the time of posting is:

$36.00-$38.00

Actual salary at the time of hire may vary and may be above or below the range based on various factors, including, but not limited to, the candidate’s relevant qualifications, skills, and experience and the location where this position may be filled.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.