Facilities Assistant

Siana Law; San Francisco (CA); Hybrid; USD 52,000 - 65,000; Full time

Job summary

Arnold & Porter, in San Francisco, is seeking a Facilities Assistant to join its office on site Monday through Friday. The role provides facilities, clerical, and administrative support while delivering a high level of customer service to attorneys, staff, and visitors.

You will support conference services, office moves, mail, shipping, and general maintenance, with daily reception coverage in the late afternoon.

Qualifications

• High school diploma required.
• Minimum of two years of office experience, facilities and reception preferred.
• Prior law firm experience preferred.
• Ability to lift up to 75 pounds and move heavy items.
• Proficiency with Windows and Microsoft Office.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication; professional interaction.
• Ability to work independently and adapt to changing assignments.

Responsibilities

• Maintain conference services, room reservations, and catering support.
• Order office supplies, manage mail, shipping, and toner program.
• Assist with internal moves, storage, and maintenance; prep spaces for new hires.
• Provide daily reception coverage and greet visitors, route calls, and schedule rooms.
• Assist with meals for events as requested by Administration.

Skills

Customer service

Communication

Organization

Time management

Adaptability

Education

High school diploma

Tools

Microsoft Office

Windows OS

Job description

Arnold & Porter is seeking a Facilities Assistant to join its San Francisco office working onsite Monday through Friday. This role provides facilities, clerical, and administrative support while delivering a high level of customer service to attorneys, staff, and visitors. The Facilities Assistant supports conference services, office supplies, mail and shipping, office moves, and general maintenance. The position also provides daily reception coverage from 4:30 p.m. to 6:00 p.m., as well as coverage during the Receptionist’s breaks, lunch, and absences.

Key Responsibilities

Conference Services

• Maintain clean, organized, and fully stocked kitchens and pantries, including ordering supplies.
• Coordinate conference room reservations and assist with room setups and catering for conferences, meetings, and special events.
• Assist with the breakdown, removal, and storage of furniture and equipment following meetings and events.

Office Supplies, Mail, and Shipping

• Order office supplies and manage the toner program.
• Sort, collect, and deliver mail throughout the office.
• Assist with shipping and receiving, including recording incoming packages in the firm’s tracking system.
• Coordinate outgoing shipments for attorneys and staff.
• Process outgoing mail using the postage machine and make trips to the post office as needed.

Office Moves, Storage, and Maintenance

• Assist with internal office moves, including packing and moving furniture, boxes, and equipment.
• Prepare offices and workspaces for new hires, transfers, and visitors.
• Keep storage rooms and areas containing furniture, supplies, and moving equipment organized.
• Load, unload, and transport furniture, equipment, and other items to and from storage.
• Assist with ergonomic workspace setups.
• Monitor office appearance and address or report maintenance and safety concerns, including lighting outages and carpet stains.
• Collect confidential materials weekly during regular business hours and place them in designated shredding bins.
• Escort vendors conducting business with the Operations Department as needed.

Reception

• Provide daily reception coverage from 4:30 p.m. to 6:00 p.m. and additional coverage during breaks, lunch, and absences.
• Greet visitors professionally and direct them to the appropriate attorney, staff member, or meeting location.
• Answer and route telephone calls.
• Reserve conference rooms and assist with scheduling requests.
• Order meals for events as requested by the Director of Administration.

Qualifications

• High school diploma required.
• Minimum of two years of office experience, including prior facilities and reception experience.
• Prior law firm experience preferred.
• Ability to lift up to 75 pounds and move furniture and other heavy items.
• Ability to operate general office equipment and perform basic maintenance repairs.
• Basic proficiency with Windows operating systems and Microsoft Office.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills.
• Ability to interact effectively with all levels of the firm using tact, diplomacy, and professionalism.
• Sound judgment and discretion when handling confidential and sensitive materials.
• Ability to work independently, take initiative, and adapt to changing assignments.
• Strong attention to detail in a fast-paced environment.
• Reliability, dependability, and a commitment to responsive customer service.
• Availability to work alternate shifts as determined by the Manager and overtime as needed.

The anticipated base salary for this position is $52,243 to $65,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

For benefits information, please click here https://www.arnoldporter.com/en/careers/professional-staff/benefits. As a nonexempt position, this position is eligible for overtime. The firm may provide a discretionary bonus annually.