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Operations Specialist

Job ID: 4820

Updated: Nov 7, 2018

Location: Houston, TX, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

POSITION OVERVIEW

The Operations Specialist reports directly to the Operations Manager and is responsible for the daily coordination of facility related activities to ensure efficient and safe operations within the Houston office. In collaboration with the Operations Manager, this position is responsible for responding to requests for on-site building management issues, workstation and office space needs. He or She also coordinates office moves, new hire, building related projects, preventative maintenance, scheduled repair requests, and facilitation of contract parking. In collaboration with the Operations Manager, the Operations Specialist will also be responsible for maintaining the floor maps, including participate in space planning design and office utilization to ensure that we remain consistent with the Firm’s strategic plan. This position also entails acting as a liaison between property management and vendors. In collaboration with Chicago Purchasing/Sourcing Departments, He or She is responsible for processing invoices related to facilities and mailroom activities, creating requisition forms, processing purchase orders, monitoring order status, including preparing, executing and tracking vendor service contracts.

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

  • Ensure proper functioning of the above support services departments in accordance with firm goals, policies and commitments.
  • Receive, review, prioritize and respond to facility related requests, including coordinating preventative, scheduled and emergency maintenance and repairs.
  • Work directly with building management on any maintenance related issues.
  • Manage, and update all documents and files related to repairs, utilities, permits, maintenance and other facilities related items.
  • Process invoices related to facilities, and mailroom activities, create requisition forms, process purchase orders, monitor order status, including prepare, execute and track vendor service contracts.
  • In collaboration with the Operations Manager, coordinate the process for attorney office assignments, office moves, and visitor spaces; work closely with secretarial services on logistical issue.
  • Manage and report on office furniture levels, and ensure proper levels are maintained and usage is accounted for.
  • Maintain floor plans, office utilization and make recommendations on internal office moves and space planning design.

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

  • Plan, execute, track and report on core general support and facility services-related operationsactivities
  • Assist the Operations Manager in all aspects of project implementation, as needed
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education

  • High school diploma or equivalent required
  • Bachelor’s degree preferred
  • Facilities Management Professional (FMP) certification preferred

Work Experience

  • Two (2) years related experience required

Skills

  • Superior customer service and professional communication
  • Competence in general services and facilities
  • Excellent organizational skills; ability to effectively coordinate, plan monitor and track projects
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Excellent written and oral communication skills
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook andExcel

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard officeequipment such as computers, phones, photocopiers, and filing cabinets.

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.

 
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