Office Services Associate, Chicago

Summary

The Office Services Associate will be part of a team that provides superior level of service to management, employees, clients, prospects, and guests of the firm. This is a highly visible role that requires strong attention to detail, flexibility, and resourcefulness, with the ability to multi-task and juggle projects with aggressive deadlines. The ideal candidate is a strong leader and will serve as second in command for the Chicago Office Services.

Responsibilities

The individual will be involved in the following critical activities:

• Assist in overseeing the Reception function and be a point of contact for escalations and questions. Step in as needed to assist the Chicago team with their duties.
• Maintain and update Chicago office business continuity plan, which includes updating floor plan and systems to reflect new hires, terms, seat changes; maintain OSHA compliance for office safety and emergency evacuation procedures; serve as administrator for security keycard access system.
• Assist with planning and execution of logistics for intra-office move(s) upon request.
• Provide support during office renovations, expansions, relocation or divestiture of assets.
• Source and engage new vendors as appropriate while also managing and maintaining relationships with contractors, vendors, and suppliers.
• Oversee the catering requirements of in-house and client meetings, and assist with employee special events/perks program. This includes but is not limited to partnering with Employee Engagement, vendor search, budgeting, planning and execution of logistics.
• Liaise with building management on facilities and security related issues, notices; coordinate service and repair calls with external vendors to ensure offices are safe and well maintained.
• In collaboration with Compliance, oversee procedures for onsite shredding, document and IT archive.
• Collaborate with NY Counterpart to create and maintain the Office Services SharePoint page.
• Assist Manager with ad-hoc tasks/projects.

Education, Skills, and Experience Requirements

The ideal experience and critical competencies for the role include the following:

• Bachelor’s Degree with a proven record of academic success.
• 5+ years related experience with knowledge of general office operational procedures.
• 5+ years of managerial experience.
• Event planning experience preferred.
• Strong interpersonal skills with the ability to effectively communicate with peers, senior management and clients.
• Strong attention to detail and organizational skills.
• Proven track record of successfully managing complex projects from inception to completion.
• Prior supervisory skills and ability to motivate others to achieve desired end results.
• Flexibility and adaptability to various changing working conditions based on priorities.
• Demonstrated team player with ability to work independently within a team; self-starter; independent thinker; excellent judgement; and great problem solving skills.

In terms of cultural fit, the successful candidate will be self-motivated and energized by working amongst a group of thoughtful, smart and successful colleagues. The candidate will enjoy being part of an organization focused on excellence and will be a naturally collaborative person who enjoys interacting with individuals at all levels. Additionally, the candidate will be a strong team player with a proactive approach and the ability to exercise discretion and judgment.