Senior Real Estate & Facilities Operations Analyst

Senior Real Estate & Facilities Operations Analyst – We offer a competitive benefits package!

The Company: GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 600 of its 3,000 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment. Click here to learn more about GIA!

The Location: Overlooking the iconic Flower Fields & Pacific Ocean, this position is located in Carlsbad, California at our corporate headquarters. We offer a hybrid schedule with 3 days in the office, provided if metrics such as productivity and the quality of the deliverables are achieved.

The Environment:

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!
• Economic friendly services - electric vehicle charging stations on-site

The Culture: At GIA, our people are at the center of everything we do. We foster a culture of innovation, collaboration and curiosity, where teams learn from one another, celebrate successes and grow together while doing meaningful work with real impact.

We’re committed to creating an environment where everyone feels valued and inspired to contribute their best. That commitment extends to employee well-being, with robust benefits tailored by location, including medical insurance, retirement contributions, paid time off, life insurance and more.

Passionate people coming together with a shared purpose—that’s life at GIA.

What to expect:

• We offer competitive medical, dental, vision and matching 401-K plans (no vesting required)
• Paid vacation, sick and holidays, tuition assistance, commuter benefits

Job Overview:

Under the direction of the VP, Real Estate Operations, the Senior Real Estate & Facilities Operations Analyst supports a safe, functional, and efficient global workplace through real estate administration, facilities project coordination, and business analysis. This role is responsible for maintaining lease and occupancy information, coordinating facilities projects and suppliers, and supporting budgeting and capital planning activities across Global Real Estate, Facilities, Security, and EH&S. The position develops business cases, reporting tools, systems, and operational procedures that enable informed decision-making and consistent service delivery across the organization.

Essential Duties & Responsibilities

Real Estate Portfolio Lease & Space Management (25%)

• Review, coordinate, and process leases and related real estate agreements for expansion, relocation, or retention of space.
• Maintain lease records, abstract leases, and track critical dates including renewals, terminations, notice periods, and rent escalations.
• Conduct market research and analysis of comparable lease and sale properties.
• Analyze occupancy and space utilization data and support space planning initiatives.

Facilities Projects & Vendor Management (25%)

• Coordinate capital projects, renovations, facility improvements, and infrastructure upgrades.
• Develop project scopes, cost estimates, and support competitive bidding processes.]
• Monitor project timelines, budgets, milestones, and deliverables through completion.
• Support supplier selection, onboarding, contract administration, and performance management.
• Process purchase requisitions, invoices, and payment requests.
• Coordinate maintenance activities, repairs, and facility access requirements.

Financial Planning & Business Analysis (20%)

• Develop business cases evaluating operational needs, costs, risks, ROI, and long-term business impact.
• Support annual operating budgets, capital expenditure planning, and forecasting.
• Analyze budget-to-actual variances and departmental spending trends.
• Prepare financial reports and analytical recommendations to support management decision-making.

Business Systems, Reporting & Administration (15%)

Partner with IT teams to evaluate system requirements and support implementation projects.

Document requirements, decisions, and project action items.

Compile ESG metrics and reporting, including environmental sustainability data.

Maintain departmental records, schedules, and operational reporting.

Collaboration, Policy Development & Team Support (15%)

Build strong relationships with global stakeholders and cross-functional partners.

Coordinate communication efforts and gather stakeholder feedback for process improvements.

Develop and maintain policies, procedures, and work instructions.

Provide guidance, training, and knowledge-sharing support across teams.

Perform other duties as assigned.

Required Competencies

• Strong proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Access, and Outlook.
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving capabilities.
• Ability to influence stakeholders and build collaborative working relationships.
• Effective project management and organizational skills.
• Strong financial analysis and budgeting acumen.
• Cultural awareness and ability to work within global teams.
• Ability to manage competing priorities and meet deadlines.
• Adaptability, flexibility, and attention to detail.
• Strong accountability, ownership, and independent decision-making skills.

Minimum Qualifications

• Bachelor’s degree in business administration, Real Estate, Facilities Management, or a related field; or an equivalent combination of education and experience.
• Minimum 5-7 years of progressively responsible experience in real estate, facilities operations, business operations, or a related field.
• Experience with lease administration, facilities management, budgeting, procurement, and supplier management.
• Demonstrated expertise in business analysis, financial planning, forecasting, and operational reporting.
• Proven ability to manage multiple projects and work effectively with cross-functional stakeholders.

Additional Requirements

• Ability to travel domestically and internationally as business needs require.
• Full-time position operating during normal business hours.
• Hybrid work schedule requiring a minimum of three days per week onsite in the Carlsbad office.
• Occasional schedule flexibility to support global operations and project requirements.

Work Environment / Physical Demands]

• Regular use of computers and standard office equipment.
• Primarily office-based work with extended periods of sitting.
• Occasional lifting and carrying of items up to 25 pounds.
• Periodic site visits, facility inspections, and walkthroughs of construction and maintenance areas.

Salary Range: - $82,000–$106,000

An Equal Opportunity Employer
All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.