Facilities Assistant

4 weeks ago

Chicago, United States Addison Group Full time

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

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