Office Services Lead

Equity Residential•Chicago, IL

7d•$23 - $29•Onsite

About The Position

At Equity Residential, we're dedicated to creating thriving communities, and we invite you to be part of our team. Embracing values like Diversity, Sustainability, and Total Wellbeing, we foster a workplace culture of authenticity and collaboration. How We Deliver a Winning Performance: Question Authority Walk the Talk Share Knowledge Listen, not just Hear See the Glass Half Full Take Educated Risks Enjoy the Ride Share the Spotlight Do the Right Thing Test Your Limits What You’ll Be Doing: Under the direction of the Administrative Services Manager, the Office Services Lead is responsible for assisting with day-to-day office operations, such as ordering of supplies, overnight shipping, maintenance of company equipment, and general office organization. In conjunction with the Administrative Services Manager, the Office Services Lead is also responsible for partnering with building management and vendors/contractors. Takes inventory of office kitchen supplies and distributes supplies as needed. Makes regular UPS or US Mail shipments to regional offices and communities. Responsible for day end closing of UPS. Maintains general office organization. Assures that hallways, walkways and public areas are well lighted, uncluttered and kept in a safe manner, free of boxes or other debris. Sorts interoffice mail and makes regular daily pick-up of mail. Maintains kitchens; keeps kitchen areas stocked with supplies; and regularly cleans kitchen equipment (refrigerator, water, coffee and beverage dispensers, and popcorn machines). Responsible for the set up and securing of furniture on the outside deck. Monitors inventory and distributes paper stock to all copiers, fax machines and printers. Maintains conference rooms and keeps them neat and stocked with supplies. Keeps mail, supply, copier and storage areas, and conference rooms in order. Handles office services requests such as changing light bulbs, hanging pictures, etc. Maintains bulletin boards and posts company information. Assists in the processing of overnight shipments. Assist with set-up and breakdown of 2N office events. Assists in large and small office moves. Oversees the maintenance of relationships with vendors and facilitates discussions to review current pricing on high usage items such as office supplies, toners, kitchen supplies and printed material to ensure expense is minimized. Suggests more cost efficient resources or items to departments when and if appropriate to ensure the best use of company dollars. Oversees the preparation of all Office Services-related invoices to ensure charges are appropriately applied; questions charges that differ from initial agreement for services. In partnership with Administrative Services Manager maintains emergency procedures and periodically updates company specific safety manuals. Maintains, coordinates and communicates emergency evacuation plans and emergency calling lists to the designated emergency team members. Participates in tenant evacuation drills scheduled by the Office of the Building with the Chicago Fire Department. Plans and executes annual Safety Days to keep employees aware of procedures. Provides guidance to the floor leaders to ensure safety teams are intact on all floors. Offers CPR/AED and first aid certification classes to employees. Maintain AED units’ hardware and software to ensure the company's equipment is in compliance, including updating instructions, batteries, pads, etc. Works with building / facilities teams to ensure facility maintenance services (e.g. cleaning, pest control, HVAC) are properly executed. Assists with other projects as necessary. Represents the Company in a professional manner at all times. Consistently maintains a professional courteous attitude when dealing with coworkers, guests and the general public. Performs other duties as necessary.

Requirements

Prefer at least 3 years of general office administration experience; some maintenance experience helpful
Must be able to lift equipment and packages weighing 40 or more pounds
Excellent interpersonal skills required
Google, Microsoft Word and Excel preferred

Responsibilities

Assisting with day-to-day office operations, such as ordering of supplies, overnight shipping, maintenance of company equipment, and general office organization
Partnering with building management and vendors/contractors
Taking inventory of office kitchen supplies and distributes supplies as needed
Making regular UPS or US Mail shipments to regional offices and communities
Responsible for day end closing of UPS
Maintaining general office organization
Assuring that hallways, walkways and public areas are well lighted, uncluttered and kept in a safe manner, free of boxes or other debris
Sorting interoffice mail and makes regular daily pick-up of mail
Maintaining kitchens; keeps kitchen areas stocked with supplies; and regularly cleans kitchen equipment (refrigerator, water, coffee and beverage dispensers, and popcorn machines)
Responsible for the set up and securing of furniture on the outside deck
Monitoring inventory and distributes paper stock to all copiers, fax machines and printers
Maintaining conference rooms and keeps them neat and stocked with supplies
Keeping mail, supply, copier and storage areas, and conference rooms in order
Handling office services requests such as changing light bulbs, hanging pictures, etc
Maintaining bulletin boards and posts company information
Assisting in the processing of overnight shipments
Assist with set-up and breakdown of 2N office events
Assisting in large and small office moves
Overseeing the maintenance of relationships with vendors and facilitates discussions to review current pricing on high usage items such as office supplies, toners, kitchen supplies and printed material to ensure expense is minimized
Suggesting more cost efficient resources or items to departments when and if appropriate to ensure the best use of company dollars
Overseeing the preparation of all Office Services-related invoices to ensure charges are appropriately applied; questions charges that differ from initial agreement for services
Maintaining emergency procedures and periodically updates company specific safety manuals
Maintaining, coordinates and communicates emergency evacuation plans and emergency calling lists to the designated emergency team members
Participating in tenant evacuation drills scheduled by the Office of the Building with the Chicago Fire Department
Planning and executes annual Safety Days to keep employees aware of procedures
Providing guidance to the floor leaders to ensure safety teams are intact on all floors
Offering CPR/AED and first aid certification classes to employees
Maintaining AED units’ hardware and software to ensure the company's equipment is in compliance, including updating instructions, batteries, pads, etc
Working with building / facilities teams to ensure facility maintenance services (e.g. cleaning, pest control, HVAC) are properly executed
Assisting with other projects as necessary
Representing the Company in a professional manner at all times
Consistently maintains a professional courteous attitude when dealing with coworkers, guests and the general public
Performing other duties as necessary