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Senior Facilities Specialist

Job ID: 7596

Updated: Feb 16, 2024

Location: Chicago, IL, 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

Working under the direction of the Facilities Manager, the Senior Facilities Specialist serves as the primary point of contact for the assigned office to independently coordinate all facility related issues with departments including Guest Services and Key Practice Group Leaders.  The Senior Facilities Specialist is responsible for day-to-day vendor management, practical space management, preparing access cards for guests and employees, heavy coordination with building management regarding access and safety as well as being key contact for office coordination and move management. The Senior Facilities Specialist leads the coordination as it relates to office repairs and furniture installation and supports all other facilities department duties as needed.

Essential Duties and Responsibilities:

Facilities Management

  • In coordination with the Facilities Manager, monitors building and facilities requests including key card access, parking, fitness center and work-order processing, etc.
  • May work as a back-up to other liaison to other support departments
  • Assists with the initiation of purchase orders as requested by Director of Operations or other department management.
  • Supports the maintains of seating and floor plans in real-time using facilities management software.

Move Management

  • In coordination with the Facilities Manager, coordinates move process and outside vendors.
  • Communicates move protocols across the office
  • Primary contact with movers, furniture vendor and other contractors
  • Assists with departing attorney and employee exit procedures.

Other

  • Build relationships with departments heads, vendors, and staff.
  • Process invoices and vendor payments.
  • Maintains awareness of building issues and key contacts.
  • Prepare Facilities Services communications as requested by Facilities Manager.
  • Crosstrain and perform, as back up, the essential duties of the Facilities Manager.
  • Special projects as identified by the Facilities Manager.

Qualifications & Requirements

Knowledge, Skills and Abilities

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the education, experience, skills, knowledge and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • 5 years work experience in Professional Services environment. 
  • Education:  A.A. degree or minimum of 5 years work experience in Facilities Management.
  • Professional appearance and attitude.
  • Ability to work with minimal supervision.
  • Ability to interact positively with all levels of Firm Employees.
  • Ability to effectively multi-task under pressure and manage multiple priorities.
  • Positive & results-oriented attitude.
  • Strong analytical and critical thinking skills
  • Excellent verbal and written communication; strong presentation skills.
  • Strong knowledge and experience of MS Office Suite. 
  • Knowledge of Facility Management Software Systems.
  • Excelled customer services skills.

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-Onsite #LI-KP1