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Our financial services client is seeking a Part-Time Facilities Assistant to join their Chicago team on a contract basis. Ideal candidates will have 3 years of facilities/office management experience. The Facilities Assistant will work 3 days out of the work week, totaling 20 hours per week.
Role: Part-Time Facilities Assistant
Location: Downtown Chicago
Pay: $23-30/hr (Based on years of experience)
Contract length : 2 months
Hours : 20 hours per week
Main Duties & Responsibilities
· Liaises with building management on all facilities-related issues to ensure efficient, cost-effective, and timely solutions in place; elevates internally as necessary
· Communicates general office notifications (e.g., window cleaning, alarm testing, elevator issues, etc.) provided by Landlord to the office
· Coordinates on-site needs with building management such as: contractor and vendor compliance with building regulations, including proofs of insurance, access requests, and notifications and approvals for management and security teams
· Participates in the vetting process for selecting new vendors for the office
· Evaluates vendor relationships to ensure most effective procurement arrangements (e.g. florist, beverage service, snacks, etc.). As needs arise, review alternative vendors and provide recommendations. Maintains office vendor directory and contacts list
· Verifies vendor invoices for approval; tracks and follows-up on invoice disputes
· Vendor recognition: maintains lists of vendors and delivery personnel responsible for issuing vendor gifts and cards, within budget guidelines set by management
· Catalogues all furniture and equipment
· Schedules repairs and services that ensures clean and safe furniture and equipment throughout the year, making recommendations for any additions or replacements
· Responsible for procuring furniture and equipment with approval from management
· Records, monitors, and enforces warranties
· Requests, tracks, and administers all building-issued ID-access cards and Brattle security cards for employees, visitors, and temps, including deactivation of departed employees
· Manages all office keys, including file cabinets
· Assist BSSM with Emergency Response and evacuation plans efforts
· Under direction of BSS Manager, works as a member of the Real Estate team on projects such as:
o Remodeling or new acquisition of office space
o Removals, moving, repairing and/or installation of furniture and workstations
o Installation/replacement of kitchen appliances, shelving, or equipment
· Ensures that new employees have all the necessary furniture and equipment
· Participates in new hire orientation by providing current information packet, and conducts office tours
· Maintains snack budget, tracks weekly/annual expenditures, reports, and makes recommendations as requested
· Ensures overall readiness and neatness of general office space, including common areas and conference rooms. Provide assistance with catering set-up and break down as needed
· Ensures kitchen, printers, and copier stations and stationary cupboard are consistently neat and well stocked
· Ensures fresh coffee is brewed and readily available first thing in the morning and consistently replenished throughout the day
· Performs copying, binding, faxing, scanning, and materials distribution as requested
· Distributes mail and packages; maintains postage machine; orders, restocks postage supplies
· Set up meetings including: initiating or accepting meetings via video conference and logging into Zoom; assisting with preparation of materials or packets and catering
· Assists Administrative/Support Leads with their different social initiatives
· Serves as point of contact for archive retrieval requests. Assist Senior Administrators in preparation of files for off-site storage
· Produces correspondence as necessary; copies, distributes and files information as requested
· Assists with the execution of marketing initiatives including client mailings, holiday cards, etc. as directed
Full Time
$72k-92k (estimate)
05/03/2024
05/20/2024
addison.com
NEW YORK, NY
100 - 200
1962
Private
ROGER BYROM
$10M - $50M
Business Services
The following is the career advancement route for Facilities Assistant positions, which can be used as a reference in future career path planning. As a Facilities Assistant, it can be promoted into senior positions as a Facility Maintenance Technician III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Facilities Assistant. You can explore the career advancement for a Facilities Assistant below and select your interested title to get hiring information.
If you are interested in becoming a Facilities Assistant, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become a Facilities Assistant for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Facilities Assistant job description and responsibilities
Use machinery and equipment. Drive the company van or car to pick up and deliver mail, packages, personnel, cash etc. to and from various locations.
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The facilities assistant may have an array of responsibilities from office work to handyman duties.
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The facilities assistant helps oversee and manage the day-to-day operations of a building or facility.
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Although the responsibilities of the facilities assistant may vary depending upon the organization, there are some common duties like completing routine administration. Receive and process incoming and outgoing mail. Sort mail and parcels in transit and d
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Nearly all facilities assistants handle building repairs (or retain a contractor to do the work) and oversee both janitorial and lawn maintenance services.
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Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Facilities Assistant jobs
Perform physical tasks and check facilities.
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Maintain good public relations.
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Consider a strategic asset management approach.
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Analyze and identify faults or problems in equipment and machinery and keep them in working order.
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Check and ensure that facilities are clean.
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Step 3: View the best colleges and universities for Facilities Assistant.