Law firm Facilities Assistant - SF

R & W Group; California; On-site; USD 52,000 - 65,000; Full time

Benefits offered by this job

Overtime pay

Annual discretionary bonus

Health insurance

Job summary

R & W Group seeks a Facilities Assistant in San Francisco, onsite, to support facilities, clerical, and admin duties for a top US law firm. You will assist with kitchens, conference rooms, mail, moves, and reception while delivering excellent service to attorneys and staff.

Requirements include a high school diploma, 2+ years office experience (law firm preferred), ability to lift 75 lb, and proficiency with Windows and MS Office. Flexibility for shifts and overtime is valued.

Qualifications

• High school diploma required.
• Minimum of two years of office experience, including facilities and reception.
• Prior law firm experience preferred.
• Lift up to 75 pounds and move heavy items.
• Operate general office equipment and basic repairs.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Professional interaction with all firm levels.
• Discretion handling confidential materials.
• Ability to work independently and adapt to changes.

Responsibilities

• Maintain kitchens and pantries, order supplies.
• Coordinate conference room reservations and setups.
• Assist with moving furniture and equipment after meetings.
• Order office supplies and manage toner.
• Sort and deliver mail, shipping/receiving tasks.
• Support office moves, space preparation for new hires.
• Greet visitors and direct them appropriately.
• Provide reception coverage during specified hours.
• Schedule rooms and arrange meals for events.

Skills

Organizational skills

Time management

Communication skills

Diplomacy & professionalism

Independence & initiative

Customer service

Education

High school diploma

Tools

Windows OS

Microsoft Office

Job description

Are you a Facilities Assistant in SF with law firm experience? Would you like to join one of the top law firms in the US? If so, R &W Group has a fantastic new opportunity! One of our favorite law firm clients is looking for a Facilities Assistant in SF, working onsite Monday through Friday. In this role, you would provide facilities, clerical, and administrative support while delivering a high level of customer service to attorneys, staff, and visitors.

Key Responsibilities

• 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.

Benefits

• Solid compensation ($52 - $65k, depending upon experience) plus OT and annual discretionary bonus.
• Great benefits including health insurance.