Assistant, Facilities

White & Case LLP; New York; Hybrid; USD 43,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Vacation time

Parental leave

Job summary

White & Case LLP in New York seeks a Facilities Assistant to support the Facilities Manager in maintaining the firm's 500,000 square feet of office space. You will help with daily operations, events, moves, and coordination with building staff.

The role requires strong organizational and communication skills, willingness to work evenings and weekends as needed, and a team-oriented approach. Prior facilities experience and proficiency with MS Office are a plus.

Qualifications

• Must be organized, efficient and detail-oriented with good follow-through.
• Must be able to take direction from clients, supervisors and peers.
• Regular predictable attendance is required.
• Experience with Microsoft Office Suite and Microsoft Word is beneficial.

Responsibilities

• Assist with monitoring internal request mailbox and respond to inquiries.
• Use building ticketing system to convey requests to management and engineers.
• Prepare and maintain offices for new hires, moves and departures.
• Ensure unassigned areas are kept clean and safe.

Skills

Organized

Customer service

Communication

Team player

Attention to detail

Education

High school diploma

Tools

Microsoft Office

Microsoft Word

Job description

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm's day-to-day operations. Our team manages the infrastructure, systems and services -both globally and locally-relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

Position Summary

The Facilities Assistant is responsible for assisting the Facilities Manager in maintaining the Firm's office space in the New York office, totaling nearly 500,000 square feet. Performs other duties as required with relation to the upkeep and functioning of the New York office in collaboration with the Facilties Coordinator, under overall supervision of the Facilities Manager.

Duties and Accountabilities

• Assists with monitoring internal request mailbox. Responding to requests and questions following the departmental procedures.
• Uses building ticketing system to convey requests/complaints regarding lighting, HVAC, etc. to the building management and the building engineers.
• Prepares and maintains offices and other workspaces for new hires, office moves, and departures.
• Ensure that all unassigned areas are kept clean.
• Clean up spills or water from leaks. Perform minor plumbing fixes.
• Assists with set up for events, Trials/hearings.
• Move, unpack and assemble furniture.
• Install name signs to offices.
• Walk floors and remove marks on walls and doors.
• Check all restrooms and report necessary work orders in accordance with department protocol.
• Follows up with each function to ensure all details have been handled.
• Clean out vacated offices, including desks and credenzas.
• Tag furniture for repair/cleaning. Make basic furniture adjustments as required.
• Replace chairs which have been removed from offices.
• Check freight areas for debris and consolidate into dumpsters whenever possible. Report to Facilities Manager when dumpsters are full so that they can be removed.
• Assist Partners who are moving by packing office contents.
• Maintain Facility Maintenance Room in Level C-2 in a clean and safe condition.
• Break down boxes in Level C-3 after shredding.
• Bring to the attention of the Facilities Manager all maintenance-related issues.
• Develop and maintain professional and cooperative working relationships with all staff and attorneys.
• Participate in yearly goal setting with Manager. Meet or exceed yearly goals and seek managerial guidance and support as necessary.
• Develop a thorough knowledge of departmental and Firm procedures. Follow all policies and guidelines.
• Assist with special projects upon request.
• Report to Facilities Manager upon completion of assigned tasks.
• Regular attendance is required.
• Must be flexible with shift hours, workdays (including weekends and holidays as needed), and timing of meal and rest breaks, in accordance with workload.

Qualifications

• Must be organized, efficient, detail-oriented, have good follow-through, and possess excellent customer service skills.
• Must be able to take direction from Clients, supervisor and peers.
• Must be able to work in a fast-paced environment.
• Protects operations by keeping information confidential.
• Regular predictable attendance required.
• It is necessary to have excellent interpersonal and communication skills, both written and oral to plan, schedule and complete projects and effectively communicate with a diverse group of attorneys and staff.
• Must be able to work with minimal supervision and be a team player.
• High school diploma or equivalent is required.
• Previous Facilities experience a plus.
• Experience with Microsoft Office Suite and Microsoft Word is beneficial.
• Must be able to work evenings and weekends, when required.
• Must be able to use the telephone, PC and, when necessary, make copies and scan documents from a convenience machine.
• Must be able to perform physical duties such as:
  • Lift and climb a tradesman's ladder
  • Routinely lift and carry up items up to 55 lbs., and occasionally up to 100 lbs., including furniture and boxes
  • Frequently required to crawl, bend, stoop, reach, walk, including the use of staircases, push, pull, lift, and grasp
  • Walk around the floors which involves the use of staircases
  • Lift and move desks, file cabinets and other office fixtures
  • Stretch to reach files or supply cabinets

New York Salary range: 43,200.00 - 64,800.00

This role reports to

Manager, Facilities

Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

Benefits at White & Case

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business-specific to the relevant office-before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.