Facilities Services Assistant (Part-time)

The Brattle Group, a privately held, global economics consulting firm, is looking for a Facilities Services Assistant to join our Chicago, IL office part time, for approximately 20 hours per week. The Facilities Services Assistant is responsible for the daily general office maintenance including but not limited to: serving as initial contact for employees with facilities related issues; coordinating repair and maintenance with vendors and building management; coordinating furniture and supply orders; operating mailroom and copy center.  This person also provides general office support and collaborates on special projects as needed. The Facilities Services Assistant will pride themselves on providing high quality customer service as well as consistently showing accuracy, neatness, thoroughness, and adherence to the firm’s standards. 

They must have an understanding of facility operations, and systems, the ability to organize and prioritize multiple tasks, and have demonstrated customer service skills with a wide range of clients, contractors, and colleagues.

Some of the day-to-day responsibilities of this role include:

• 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:
  • Remodeling or new acquisition of office space
  • Removals, moving, repairing and/or installation of furniture and workstations
  • 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

THE CANDIDATE

• High School Diploma required; Three (3) years facilities/office experience in an office setting preferred
• Basic knowledge of Outlook, Excel, and Word required
• Excellent customer service skills and attitude is required
• Must be able to exercise appropriate judgment as necessary
• Requires the ability to concentrate and pay close attention to detail
• Ability to adapt easily to change expected
• Requires the lifting of boxes and moving of furniture up to 40 lbs
• Perform duties of a confidential nature
• After hours/weekend work may be required, possible travel