Office Services Assistant

at  Sidley Austin LLP

Summary:
Provides assistance to the Office Services Manager regarding facilities management related matters.

Duties and Responsibilities:

• Handles administrative functions which can include revising forms, memos, documents etc. for the Office Services Manager and Assistant Facilities Manager.
• Responds to employee requests/complaints and communicates related issues best handled by building engineering staff via proprietary software. Performs follow-up functions to ensure problem resolution.
• Coordinates daily facilities requests
• Coordinates & documents repairs that are outside the scope of building engineers with appropriate vendors. Performs follow-up functions to ensure problem resolution.
• Liaison with building management i.e. temperature complaints, freight reservations, etc.
• Assists with planning and/or coordination of moves, equipment installations, etc.
• Assigns visitor offices
• Maintains shared departmental Outlook calendar.
• Answers incoming calls for the Office Services Helpline.
• Prepares and documents vendor invoices for manager approval.
• Coordinates information for life safety, holiday schedules, etc.
• Other duties as assigned.

New York Applicants (and roles reporting to New York): Salaries may vary by location. In New York, the estimated target salary range of this role is $61,000 – $72,000 in addition to bonus eligibility and a comprehensive benefit package. Salary determinations are made based on numerous factors, such as, but not limited to, the relevant market and the skill, experience, class or graduation year, and education of the selected candidate.
Qualifications:
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).
Education and/or Experience:

Required:

• High school diploma or general education degree (GED)
• Two years of general office experience
• Thorough knowledge of Microsoft Word and Excel
• Ability to type 40 wpm

Preferred:

• Bachelor Degree
• 1 + years of facilities management experience
• Working knowledge of Adobe Acrobat
• Experience working with vendors that perform facilities management related services

Other Skills and Abilities:

The following will also be required of the successful candidate:

• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

Sidley Austin LLP is an Equal Opportunity Employe

• Handles administrative functions which can include revising forms, memos, documents etc. for the Office Services Manager and Assistant Facilities Manager.
• Responds to employee requests/complaints and communicates related issues best handled by building engineering staff via proprietary software. Performs follow-up functions to ensure problem resolution.
• Coordinates daily facilities requests
• Coordinates & documents repairs that are outside the scope of building engineers with appropriate vendors. Performs follow-up functions to ensure problem resolution.
• Liaison with building management i.e. temperature complaints, freight reservations, etc.
• Assists with planning and/or coordination of moves, equipment installations, etc.
• Assigns visitor offices
• Maintains shared departmental Outlook calendar.
• Answers incoming calls for the Office Services Helpline.
• Prepares and documents vendor invoices for manager approval.
• Coordinates information for life safety, holiday schedules, etc.
• Other duties as assigned