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Facilities Assistant

Job ID: 7599

Updated: Feb 16, 2024

Location: Dallas, TX, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
 
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,500 lawyers) operating from 20 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

Under direct supervision, supports the delivery of quality service to clients and firm personnel by performing general repairs and maintenance to the office premises, furniture and equipment; providing administrative support to the Facilities & General Services Team; assisting with office moves and the implementation of safety and security programs; providing back-up support to the Guest Services Department, and working collaboratively and cooperatively with others in a team-oriented environment.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

Facilities & General Services

  • Performs general administrative duties such as answering department phones, prioritizing office requests, assisting with weekly overtime meal check requests, generating daily facility service requests via EMS, and processing purchase requisitions.
  • Assists with scheduling service for HVAC, carpet, painting, security and all other facilities-related vendors based on service agreements.
  • Assists with maintaining documentation for insurance, vendor service agreements and specific building requirements for all contractors and vendors.
  • Performs general maintenance and repairs to the offices premises, furniture and equipment; monitors and changes light bulbs, notifies the Facilities & Guest Services Manager of need for outside repair services; ensures that  plants are properly maintained.
  • Conducts routine premises inspections after repair services.
  • Assists in preparation and conducts pre-arrival inspections of offices and workstations for new employees to ensure the area is clean and properly stocked, and that all designated checklist steps are complete..
  • Conducts a pre-departure inspection of offices and workstation for departing employees to ensure that any required repairs or maintenance is scheduled. 
  • Understands and executes specific procedures for handling intra-office moves and trial office setups
  • Assists with packing and unpacking as required; provides end user with moving instructions, and manages entire move from start to finish
  • Assists in moving boxes, small pieces of furniture, and office equipment; assists in providing guidance to outside movers as assigned.
  • Assists in implementing the firm’s safety and security procedures; serves as a member of the Emergency Response Team. 
  • Is knowledgeable regarding the emergency response procedures for the Firm and the building; ensures that all fire exits and corridors remain clear and unblocked at all times; knows the location and how to use the fire alarms, fire extinguishers, emergency supplies, and AED equipment.
  • Assists with maintaining inventory of emergency response supplies and individual emergency packs.
  • Maintains an inventory of all office keys.

Guest Services/Conference Center Space

  • Assists in maintaining the cleanliness of the conference rooms and reception area
  • Monitor conference rooms to ensure cleanliness and fully stocked room supplies
  • Monitor conference room setups and accommodations and arrange for replenishment of supplies
  • Maintains the reception area in a neat and clean manner at all times
  • Ensure all conference center meetings are scheduled accordingly and communicated properly to the departments responsible for execution
  • Provide backup support to the Guest Services Team, as needed

Administrative

  • Projects a professional, cheerful and helpful telephone demeanor
  • Control security access functions by verifying employee identification, issuing visitor passes, and by observing and reporting any unusual or suspicious persons or activities
  • Performs other clerical duties, as assigned

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Answer vendor inquiries and direct them to appropriate contacts and locations
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education

High School diploma or equivalent required

Work Experience

Two (2) years related experience preferred

Office services/administrative experience and/or background in Facilities/Operation support are preferred

Skills

  • Excellent telephone etiquette
  • Excellent written and oral communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 8:00 a.m. to 5:00 p.m; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to multi-task
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook and Excel
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Professional appearance

WORK ENVIRONMENT

This job operates in a professional office environment.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm. #LI-On-Site #LI-NK1