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Facilities Coordinator

Job ID: 5225

Updated: Nov 22, 2019

Location: Chicago, IL, United States

Category: Facilities/Office Services

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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

Under direct supervision, the ideal candidate will provide quality service to clients and firm personnel by performing general repairs and maintenance to the office premises, entering and closing work orders, moving furniture and equipment when necessary; assisting with office moves, and conference room set ups; and working collaboratively and cooperatively with others in a team-oriented environment.

ESSENTIAL FUNCTIONS

  • Assist with scheduling services with HVAC, carpet, painting, repairs, cleaning, security, and all other facilities-related vendors based on service agreements.
  • Assist with maintaining certificates of insurance documentation and current service agreements.
  • Perform general maintenance and repairs on-premises of furniture and equipment; notifies the Associate Director of Facilities & Guest Services if future repair & maintenance is needed. 
  • Rearrange furniture and hang artwork when requested. 
  • Conduct routine inspections after repair services. 
  • Assist in the preparation of offices and workstations, and printing out nameplates for new hires or visitors when necessary. 
  • Conduct inspections of offices and workstations for new employees before their arrival, ensuring the offices or workstations are clean and properly stocked.
  • Work with the Facilities Team to understand the scope and details of internal office moves.
  • Assist with the execution of office moves.
  • Make sure all move-related items are completed during office moves.
  • Assist with implementing the Firm’s safety and security procedures, planned equipment update, and serves as a member of the Emergency Response Team. Will be responsible for maintaining an up-to-date list of Emergency Response Team members.
  • Is knowledgeable in regard to the building’s emergency response procedures, ensures that all fire exits remain clear and unblocked at all times, ensures that all corridors are free and clear, knows the location of and how to use fire extinguishers located within our space.
  • Maintain an inventory of all office keys, place orders for additional keys from the vendor when necessary.
  • On-call contact with regard to Lobby Security after-hours inquiries or notifications by cell phone or e-mail.
  • Proficient with the use of CCure access control and exacqVision.
  • Provide pro-active and responsive customer service in compliance with the Facilities & Guest Services Department. 
  • Work cooperatively with other departments at the Firm.

Qualifications & Requirements

Education, Work Experience, Skills

To perform this job successfully, an 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. 

  • Two years of equivalent work experience is required.
  • Previous facilities experience and prior law firm experience desirable.
  • Strong customer service skills.
  • Effective communication skills and the ability to follow instructions.
  • Strong organizational skills, interpersonal skills, and attention to detail.
  • Ability to work both independently and collaboratively as part of a team.
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and polite.
  • Proficiency in using a computer for data entry and e-mail.
  • Ability to coordinate multiple assignments concurrently.

Core Technologies/Software

  • Microsoft Outlook, Microsoft Word, Microsoft Excel, CCure 800 and CCure 9000.

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.