Facilities Assistant

Sidley Austin LLP•Chicago, IL

8d•$45,000 - $59,000

About The Position

Assist with daily operations within the facilities department, including the message center, supplies, and the conference center. Duties and 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; Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits . Target Salary Range $45,000 – $59,000 if located in Illinois

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
Serve 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
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