Facilities Assistant

Description/Job Summary

Under the day-to-day direction of the Operations Manager, the Facilities Assistant is responsible for a variety of back-office services support functions for the Washington office. The hours are Monday-Friday, 9:30 a.m. - 6:00 p.m., but flexibility to work additional hours as needed is required. The duties of the Facilities Assistant may change as the needs of the office and the Firm change.

Responsibilities/Duties

Facilities

• Monitor and respond to incoming email requests
• Conduct daily visual inspections of office space to review operation of equipment, furniture appliances and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
• Maintain logs of Facilities equipment usage and maintenance and request repairs when needed
• Assist with Maintains up-to-date floor plans on a daily basis
• Ensures offices are set up with standard furniture and cleaned for new and moving employees as well as visitors
• Creates accounts for new personnel with relevant vendors
• Activate security access FOBs and assist with maintaining accurate security databases
• Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
• Escalates staff requests/concerns to manager/director as appropriate
• Daily maintenance (stock supplies, cleanliness, etc.)
• Available some early mornings/nights/weekends to monitor work being performed by vendors or to provide additional support during special events
• Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)
• Assist with department projects as requested by Operations Manager

Mail Room

• Receive, log deliver incoming packages (Fedex, UPS etc.)
• Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
• Meter outgoing mail
• Retrieve and sort incoming mail from post office/postal box
• Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
• Maintain postage log for outgoing mail
• Keep mail supplies stocked
• Complete and log fax requests

Office Supplies

• Organizing and track office supplies
• Maintain and organize floor copy rooms, adding supplies as needed
• Check paper levels on printers/copiers on a daily basis and replenish as needed
• Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
• Maintain and organize floor copy rooms, adding supplies as needed

Conference Services

• Assist with conference room furniture configuration
• Daily Conference room checks (supplies, cleanliness, furniture damage, carpet stains etc.)

Miscellaneous

• Assist with in-house copy jobs, faxing and scanning projects
• Assist with additional conference service matters as needed
• Assist Administrative Team with special projects and tasks
• Serves as backup for Operations Department team members as needed
• Perform other duties as assigned

Required Skills

• Ability to effectively present information verbally and in writing
• Basic math skills: addition, subtraction, multiplication, division
• Strong attention to detail
• Ability to follow directions and work independently with limited supervision
• Working knowledge in MS Word, Excel and Outlook
• Familiarity with standard office equipment such as photocopiers, scanners, and facsimile machines
• Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment
• Ability to use diplomacy and discretion. Must act with professionalism at all times
• Strong customer service skills
• Client-focused with the ability to provide customer service in a professional manner
• Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks
• Ability to travel to downtown DC office on a daily basis
• Business casual attire required on a daily basis. Professional attire occasionally required for special events

Preferred Experience

• Minimum 1 to 2 years of experience in an office environment required; prior experience in a law firm is strongly preferred
• Experience with EMS is preferred.

Required Education

• High School diploma or GED equivalent required.

Details

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