Facilities Specialist

Eversheds Sutherland; New York (NY); On-site; USD 54,000 - 75,000; Full time

Job summary

An established industry player is seeking a Facilities Specialist to join their dynamic team in New York. This role involves managing office space, security, and building services while supporting a talented group of legal professionals. You'll be responsible for coordinating facilities-related activities, maintaining effective communication, and ensuring a well-organized office environment. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to interact professionally at all levels. This is a fantastic opportunity to contribute to a collaborative and inclusive workplace.

Benefits

Healthcare

Paid Time Off

Discretionary Merit Bonuses

Life and Disability Insurance

Retirement Plans

Tailored Learning Opportunities

Qualifications

• Bachelor's degree or equivalent experience in facility coordination preferred.
• Strong organizational skills and ability to work under pressure.

Responsibilities

• Manage office space, security, and building services.
• Coordinate with vendors and maintain effective communication.

Skills

Detail-oriented

Organizational Skills

Communication Skills

MS Office Suite

Multi-tasking

Education

Bachelor's Degree

Associate's Degree

Job description

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We have an exciting opportunity for a Facilities Specialist in the New York office at Eversheds Sutherland (US) LLP. We are searching for someone who wants to be a valued contributor and member of a talented and dynamic team of lawyers, paralegals and business professionals.

Under the direct supervision of the Office Manager, the Facilities Specialist is responsible for daily functions relating to managing the firm's office space, security, furniture moves, orders, equipment, and building services.

Responsibilities and Duties:

General

• Assist staff and management in supporting facilities-related activities including administration, operations, inventory, and accounting.
• Support the Operations Department with staff coverage, space inspections, research, and maintenance tasks.
• Maintain effective communications with Firm personnel about facilities procedures and policies.
• Serve as a member of related Firm committees, groups, and teams. Coordinates with Operations, Human Resources, and Technology Departments regarding building management security, safety, and emergency procedures.
• Maintain administrative files and logs, spreadsheets, and reports. Tracks inventory, including conference services, support services, and facilities-related supplies.
• Coordinate meetings and maintain relationships with vendors, suppliers, and consultants.
• Respond to staff inquiries regarding firm space and facilities-related requirements.
• Provide on-site support for Firm-related events.
• Promptly inform the Office Manager of significant issues within the area of responsibility, which may positively or adversely affect the firm’s productivity, financial performance, or reputation.

Building Services

• Coordinate recycling program with building management, ensuring that pickups are done on a regular basis.
• Liaise with the building on air-conditioning and heating requirements, including special requests for off hours.
• Coordinate with building management to add new attorneys and delete those no longer with the firm in the building directory.

Equipment and Furniture

• Maintain an inventory of all equipment, furniture, and furnishings (including artwork).
• Handle special equipment requirements of attorneys and secretaries.
• Work collaboratively with the Office Manager to procure furnishings, equipment, and facilities-related supplies.
• Handle furniture and equipment repairs (other than Support Services equipment, i.e., copiers, faxes, etc.).
• Handle the installation of nameplates and signage, keyboard trays, and artwork.
• Maintain service contracts as applicable to the Facilities Department.
• Coordinate ergonomic setups for all personnel.

Maintenance and Repair

• Arrange for necessary work regarding paint touchups, carpet, and wallpaper maintenance.
• Monitor building cleaning crew to ensure quality standards; work with them on special maintenance requirements; arrange for special cleaning needs.
• Monitor lighting requirements and arrange building maintenance of light bulbs and fixtures.

Office Space and Related Functions

• Assist the Office Manager with office assignments, furniture, and furnishings.
• Respond to all staff inquiries relating to space or building maintenance.
• Handle facilities-related special requests from attorneys, i.e. hang pictures, and move furniture.

Parking

• Where applicable, implement lease provision for spaces in office building deck(s); prepare assignments and notification for building security.
• Where applicable, handle reassignment of parking levels, i.e. termination, request to move, etc.
• Where applicable, handle assignments, and distribution of new parking tags.

Security and Safety

• Responsible for notifying building property management and security of new hires and departures enabling or disabling security access
• Handle issuance of permanent and temporary access cards and maintenance of card readers.
• Liaise with the building regarding security procedures.

Knowledge, Skills and Abilities:

• A bachelor’s degree or an associate degree is preferred. Equivalent experience in building/facility coordination will be accepted.
• Ability to work effectively under pressure.
• Detail-oriented and organized.
• Ability to multi-task and prioritize workloads.
• Ability to maintain confidentiality and display honesty and integrity in all instances.
• Ability to interact with all levels of the organization in a cooperative and professional manner, both verbally and in writing.
• Strong computer skills and knowledge of MS Office Suite with proficiency in Outlook.

This position will require on-site presence five (5) days a week. The salary ranges for this position vary depending on the geographic location and other factors such as experience, internal equity, market data, and job-related considerations. The range for this position is from $54,000 to $75,000, with offers contingent upon the various factors. The firm’s compensation strategy includes not just a base salary but also comprehensive benefits such as healthcare, paid time off, discretionary merit bonuses, life and disability insurance, retirement plans and tailored learning opportunities.

Eversheds Sutherland (US) LLP is committed to promoting diversity and inclusion within our Firm and in the larger legal profession. We believe that diverse skills, knowledge and viewpoints make us a stronger firm. Eversheds Sutherland (US) LLP maintains a policy of affording all employees and applicants equal employment opportunities without regard to actual or perceived race, color, religion, sex (including pregnancy, childbirth, lactation and related medical conditions), sexual orientation, gender (including gender identity or expression or transgender status), national origin, age, disability, genetic information, marital or familial status, domestic violence victim status, ancestry, amnesty, citizenship status, ethnicity, military and veteran status, or any other characteristic protected by applicable law. Unlawful discrimination, harassment and retaliation will not be tolerated in any of the Firm’s offices or any other work-related setting. Qualified individuals with a disability may request a reasonable accommodation in order to apply for a position or to enable them to perform the essential functions of a position for which they are otherwise qualified. EEO.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other and Legal

• Industries

  Law Practice and Legal Services

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