Facilities Services Assistant

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, 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;  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

• Submitting all invoices through ChromeRiver (FedEx, Pitney Bowes, Staples, etc.)
• Coordinate all new parking forms with Platinum Parking company
• 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.
• 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.

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. 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. #LI-On-Site