Job Details
Our financial services client is seeking a Part-Time Facilities Assistant to join their Chicago team on a contract basis. Ideal candidates will have 3+ years of facilities/office management experience. The Facilities Assistant will work 3 days out of the work week, totaling 20 hours per week.
Role: Part-Time Facilities Assistant
Location: Downtown Chicago
Pay: $23-30/hr (Based on years of experience)
Contract length: 2+ months
Hours: 20 hours per week
Main Duties & Responsibilities
Liaises with building management on all facilities-related issues to ensure efficient, cost-effective, and timely solutions in place; elevates internally as necessary
Communicates general office notifications (e.g., window cleaning, alarm testing, elevator issues, etc.) provided by Landlord to the office
Coordinates on-site needs with building management such as: contractor and vendor compliance with building regulations, including proofs of insurance, access requests, and notifications and approvals for management and security teams
Participates in the vetting process for selecting new vendors for the office
Evaluates vendor relationships to ensure most effective procurement arrangements (e.g. florist, beverage service, snacks, etc.). As needs arise, review alternative vendors and provide recommendations. Maintains office vendor directory and contacts list
Verifies vendor invoices for approval; tracks and follows-up on invoice disputes
Vendor recognition: maintains lists of vendors and delivery personnel responsible for issuing vendor gifts and cards, within budget guidelines set by management
Catalogues all furniture and equipment
Schedules repairs and services that ensures clean and safe furniture and equipment throughout the year, making recommendations for any additions or replacements
Responsible for procuring furniture and equipment with approval from management
Records, monitors, and enforces warranties
Requests, tracks, and administers all building-issued ID-access cards and Brattle security cards for employees, visitors, and temps, including deactivation of departed employees
Manages all office keys, including file cabinets
Assist BSSM with Emergency Response and evacuation plans efforts
Under direction of BSS Manager, works as a member of the Real Estate team on projects such as:
o Remodeling or new acquisition of office space
o Removals, moving, repairing and/or installation of furniture and workstations
o Installation/replacement of kitchen appliances, shelving, or equipment
Ensures that new employees have all the necessary furniture and equipment
Participates in new hire orientation by providing current information packet, and conducts office tours
Maintains snack budget, tracks weekly/annual expenditures, reports, and makes recommendations as requested
Ensures overall readiness and neatness of general office space, including common areas and conference rooms. Provide assistance with catering set-up and break down as needed
Ensures kitchen, printers, and copier stations and stationary cupboard are consistently neat and well stocked
Ensures fresh coffee is brewed and readily available first thing in the morning and consistently replenished throughout the day
Performs copying, binding, faxing, scanning, and materials distribution as requested
Distributes mail and packages; maintains postage machine; orders, restocks postage supplies
Set up meetings including: initiating or accepting meetings via video conference and logging into Zoom; assisting with preparation of materials or packets and catering
Assists Administrative/Support Leads with their different social initiatives
Serves as point of contact for archive retrieval requests. Assist Senior Administrators in preparation of files for off-site storage
Produces correspondence as necessary; copies, distributes and files information as requested
Assists with the execution of marketing initiatives including client mailings, holiday cards, etc. as directed