Facilities Assistant

Job Description

Job Description

We are looking for a Facilities Assistant to join our team in Chicago, Illinois. This long-term contract role requires a proactive individual who can oversee facility operations, manage vendor relationships, ensure seamless day-to-day office functions, and facilitate an office move. The ideal candidate will thrive in a dynamic environment, provide excellent customer service, and support various workplace initiatives.

Responsibilities:

• Serve as the first point of contact for visitors by greeting guests, managing security badging, and coordinating meeting logistics.

• Ensure the office is fully stocked and organized by ordering supplies and maintaining a clean and detail-oriented atmosphere.

• Oversee mail services, including receiving, sorting, and shipping items.

• Respond to service requests and coordinate office repairs, furniture arrangements, and safety program implementation.

• Schedule and manage work orders through computerized maintenance systems.

• Organize employee engagement activities and social events to foster a collaborative workplace.

• Establish and maintain vendor relationships for office services such as janitorial, first aid, and plant care.

• Act as a liaison between property management and internal departments to address facility-related concerns.

• Conduct regular site inspections, verify vendor invoices, and ensure compliance with established billing processes.

• Support facility relocation projects, including planning and execution, while ensuring minimal disruption to operations.

• Experience managing an office move or relocation is highly preferred!

• Proven experience in facilities management, including vendor coordination and office relocations.

• Strong communication skills, both verbal and written, with the ability to interact professionally with clients and vendors.

• Proficiency in digital tools such as Zoom, Microsoft Office Suite, and Slack.

• Familiarity with Computerized Maintenance Management Systems (CMMS) and Kronos Timekeeping.

• Ability to work independently and make decisions under minimal supervision.

• Organizational skills to manage budgets, track expenses, and maintain accurate records.

• Customer-focused mindset with experience in hospitality or similar industries.

• Military or office management background is a plus.