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Facilities Assistant

Job ID: 5895

Updated: Jul 27, 2021

Location: San Francisco, CA, 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

The Facilities Assistant will have regular and predictable attendance as it is an essential function of the job. Occasional overtime may be required and as such, there may be occasional requirements to adjust work hours by coming in early, staying late, or delaying lunch breaks in order to provide coverage. Based on business needs, your work schedule may be modified. Hours for the position are 9 a.m. - 6:00 p.m. 

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

  • Essential functions include those set forth below. Regular and predictable attendance is an essential function of the job. Occasional overtime and schedule adjustments, will be required to come in early, stay late, or delay lunch breaks in order to provide coverage. (This list is not exhaustive and may be supplemented and changed as necessary.)
  • Under department 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; assisting with office moves and furniture sets in the Conference Center, and working collaboratively and cooperatively with others in a team-oriented environment.
  • Maintains Office Premises, Furniture, Artwork and Equipment:
  • Performs general maintenance and repairs to the offices premises, furniture and equipment; monitors and reports light bulb replacement requests, notifies the Operations Manager of need for outside repair services.
  • Conducts routine premises inspections after repair services.
  • Assists with Preparing Offices for Arrivals and Departures:
  • Assists in preparation and conducts pre-arrival inspections of offices and workstations for new employees and visitors to ensure the area is clean and ready in advance of arrivals, and that all designated checklist steps are complete.
  • Assists with Office Moves:
  • Understands and executes specific procedures for handling intra-office moves.
  • Participates in the entire in-house move process from start to finish.
  • Assists in moving small pieces of furniture.
  • Provides Administrative Assistance to Operations Manager:
  • Assists with scheduling service for HVAC and all other facilities-related vendors based on service agreements.
  • Provides Conference Room set-ups:
  • Assists with setting up conference rooms for meetings and events.
  • Works Cooperatively and Collaboratively with Others:
  • Provides pro-active and responsive customer service in compliance with the Facility & Guest Services Standards and Operating Procedures.
  • Works cooperatively with other Administrative departments and other firm personnel.
  • Other Related Duties:
  • Special projects will be assigned by the manager.
  • Other miscellaneous responsibilities as assigned by the manager.

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

  • Prepare invoices for approval and payment; reconcile invoices for accounts payable
  • Any other functions/duties assigned by management
  • Serves as backup to the Delivery Services team.

Qualifications & Requirements

  • 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.
  • Under department 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; assisting with office moves and furniture sets in the Conference Center, and working collaboratively and cooperatively with others in a team-oriented environment.
  • Education: High School Diploma required, Associates degree preferred. 2 years’ experience or the equivalent combination of education and work experience is preferred.
  • Experience: We are seeking candidates who are poised, polished, articulate, mature and client-service oriented. Reception experience working in either the legal, financial, consulting, advertising or venture capitalist environment is highly desirable.
  • Effective communication skills, both written and oral
  • Strong customer service skills
  • Proficiency in using a computer for data entry and e-mail
  • MS Word, Excel, and Outlook
  • 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

Technologies/Software

  • Microsoft Outlook, Word, Excel. Experience with EMS scheduler is preferred.

WORK ENVIRONMENT

  • “This job operates in a professional office environment. This role routinely uses standard office equipment 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.