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Facilities Assistant

4 months ago

Chicago, United States American Institutes for Research Full time

Overview:
AIR’s Workplace Management department is seeking a **Facilities Assistant** to join its innovative team. This department operates in a customer-service-oriented and fast-paced environment. This position reports to the Facilities Manager in support of the entire department and institutional needs. If you are excited to be part of a dynamic team and want to roll up your sleeves, this role is for you.

**About AIR**:
Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

**Responsibilities**:
The responsibilities for the position include:

- ** Maintain AIR’s Chicago Location to Class A standards**:

- Conduct regular walk-through inspections of the space.
- Coordinate and oversee satisfactory resolution of identified issues on time.
- Coordinate all tasks related to preventive maintenance for all aspects of the space.
- Establish and maintain a professional relationship with all appropriate stakeholders. Including the property management office, building engineers, cleaning crew, and all other vendors who provide services within the space.
- Maintain appropriate inventory and stock all supplies in the kitchen, workroom, conference, and printer areas throughout the space.
- Provide reception coverage when needed.
- Ensure the space meets the needs of the institution, its staff, and clients, with mínimal disruption to the workday.
- ** Workplace management systems**:

- Appropriately manage all assigned work tickets within established Service Level Agreement criteria (SLA) within AIR’s work-ticketing system
- Create and manage all customer requests/tickets within assigned Service-level agreement (SLA) dates and track them through completion.
- Actively participate in all meetings and/or provide meaningful feedback regarding systems usage.
- Maintain accurate floor plans.
- ** Shipping and receiving**:

- Deliver mail/packages.
- Support staff with outgoing packages/mailings.
- Deliver monthly reports to the accounting department, as needed, or requested.
- ** Conference room and guest office requests**:

- Support all conference events per Workplace Management’s established processes.
- Complete conference room setups.
- Support event with room setup, catering support, supply requests, and other event-support needs leading up to and on the day of their event.
- Maintain and stock guest offices including moving conference room furniture, etc.
- ** Life safety and security**:

- Lead local emergency preparedness program and emergency response team (ERT).
- Maintain ERT documents and organize certification training.
- Maintain access cards within FM systems for AIR staff, visitors, and vendors.
- ** Invoicing & Budget Support**
- Confirm goods/services delivered as billed before acceptance.
- Monitor and maintain funded value purchase orders (FVPOs) per established processes and expectations.
- ** Space planning**:

- Make space recommendations that align with established space assignment guidelines for all new hires, transfers, etc. assigned to the Chicago office.
- Complete new hire and departure tickets and related activities within the established timeframe.
- Plan, coordinate, and manage internal moves under the guidance of the Facilities Manager.
- Receive appropriate training to administer ergonomic assessments.
- Schedule and conduct ergonomic assessments per established processes.
- Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on business needs.

Qualifications:
**Education, Knowledge, and Experience**:

- High School Diploma or equivalent (GED)
- At least 1 year of relevant experience

**Skills**:

- Effective communicator with the ability to work with individuals at all levels and from diverse backgrounds in a virtual work environment.
- Demonstrated ability to work well independently, and collaboratively as needed, while prioritizing multiple objectives and projects to consistently meet established timelines.
- Ability to lift up to 50 lbs.
- Strong analytical, critical