Facilities Assistant

Sidley Austin LLP • Chicago, IL

1d • $45,000 - $59,000

About The Position

Assist with daily operations within the facilities department, including the message center, supplies, and the conference center.

Requirements

• Experience in a customer service related role
• Excellent customer service attitude
• Effective and efficient communication skills
• Excellent telephone etiquette
• High School diploma
• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

Nice To Haves

• Facilities experience
• Data entry experience
• Ability to type 45 wpm accurately
• Proficiency in MS Office Suite – primarily Word and Excel, and other firm software
• Understanding of operation of firm computer network
• Ability to accept responsibility and take initiative

Responsibilities

• Provide clerical support to Facilities Management Director and Facilities Manager including filing, reviewing and processing invoices and waivers, preparing and distributing correspondence, creating and maintaining various lists and schedules and assisting with reports;
• Assist other support departments including, but not limited to, the Supply Department, Maintenance and Conference Center;
• Coordinate and monitor work requests received through Facilities Hotline and distribute to appropriate department personnel as well as external contacts; serving as primary liaison for certain vendors including shredding, refrigerator, glass door maintenance, carpet cleaning, janitorial, movers, installers, and electricians. Follow up as necessary;
• Provide backup to other facility department personnel as appropriate;
• Become familiar with building operations and interface with building management staff as directed;
• Assist with department’s customer service requests. Other related duties as assigned. Handle and direct all incoming firm calls, answer Facilities Hotline calls;
• Answer all general directory customer inquiries;
• Relay messages for firm personnel through email and/or voicemail when appropriate;
• Process unidentified firm mail;
• Perform data entry of facilities requests into Sidley’s and Property Management’s Ticket Management system;
• Provide input to Facilities Manager relating to the department procedure and reference manual as needed;
• Process visitor office requests;
• Coordinate and assist with set-up of new hire workstations/offices;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees