Assistant, Facilities

White & Case LLP; Northern, New York (KY, NY); Hybrid; USD 43,000 - 65,000; Full time

Job summary

White & Case LLP in New York is seeking a Facilities Assistant to support the Facilities Manager in maintaining the firm's 500,000 square feet of office space. You will assist with setup for events, moves, seating, and routine maintenance, working with a team of engineers and staff to keep operations secure and efficient.

The role requires a high school diploma, strong customer service, and the ability to lift heavy objects; evening and weekend work may be needed.

Qualifications

• High school diploma or equivalent required.
• Previous facilities experience preferred.
• Proficient in Microsoft Office applications.
• Strong interpersonal and communication skills.
• Ability to lift up to 55 lbs and occasionally up to 100 lbs.

Responsibilities

• Assist Facilities Manager in maintaining the NY office space.
• Monitor and respond to requests via the building ticketing system.
• Prepare offices for new hires, moves, and departures.
• Set up for events, trials/hearings, and meetings.
• Move, unpack and assemble furniture; maintain cleanliness of workspace.

Skills

Customer service

Communication skills

Facilities experience

Organized

Team player

Education

High school diploma

Tools

Microsoft Office

Microsoft Word

Job description

## Assistant, FacilitiesApply: Onsite: New York: Full time: Posted Today: JR102969Our 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 cabinetsNew York Salary range: 43,200.00 - 64,800.00