Facilities Supervisor

This position is responsible for the day-to-day supervision, prioritization, and execution of facilities-related services for all firm personnel, such as planning and supervising office moves, maintenance, and repairs; evaluating and delegating daily workloads in the facilities department; monitoring Facilities Assistants’ workflow and execution of duties; independently resolving facilities-related issues; and supporting the Associate Director of Facilities.

• Department interaction with the Firm, its attorneys, business professionals’, vendors and guests.
• Activates/Deactivates security access cards in vendor's web-based program. Reviews monthly reports for accuracy and distributes to the Associate Director of Facilities.
• Responsible for facilities’ timeline and the initial analysis of restacks and moves, including identifying operational impacts and recommended solutions
• Directs and supervises inter-office moves of firm personnel and property, including physically moving items from one location to another.
• Acts as a liaison for Partner move outs, including meeting with Partners, vendors, and other law firm personnel.
• Ensures timely completion of repairs and maintenance of firm property, either by key personnel or by hiring experienced vendors.
• Ensures that building-related work orders are entered in web web-based system correctly and timely, and performs end of month review for efficiency and assignments.
• Acts as a vendor liaison; compiles quotes; schedules and supervises work; and monitors vendor performance to ensure quality and timely service delivery
• Supervises the after-hours work schedules with outside vendors, including staffing for security purposes and oversight.
• Processes invoices for payment, including reviewing, timely receipt and coding to proper accounts and attaching backup documentation.
• Ensures that supply orders are placed with vendors in a timely manner, and received and distributed.
• Reviews PTO schedules for workflow schedule and adjusts workload priorities to ensure operational coverage.
• Generates quarterly and year end asset management reports and ensures their accuracy.
• Answers telephone calls and emails, recording orders in the Facilities/Supplies Department and assists persons who come to the Facilities/Supplies Department with supply requests.
• Ensures completion of daily facilities work orders, monitors and reviews the firm’s work order database for open work orders, and help reduce operational disruptions.
• Serves as a point of escalation for complex facilities issues and exercises independent judgement in determining appropriate solutions to support operational continuity.
• Ability to lead facilities-related projects, coordinate vendors, and oversee project execution from planning through completion.
• Serves as a mentor and train staff in facilities-related areas.

• Attends and serves as back-up to Manager including MAC meetings and Partner departure meetings.
• Performs other duties as assigned.

• High School Diploma;
  Bachelor’s degree preferred.

• Five years facilities experience or facilities related role.

• Knowledge of proper lifting techniques and best practices for moving furniture; familiarity with building code and management rules; familiarity with the Americans with Disabilities Act regulations; and ergonomic certification.

• Proficient use of PC, writing skills and Microsoft Office suite.

• Excellent customer service skills are important. Ability to multi task and work in a fast-paced team environment. Must be self-motivated with a positive attitude. Ability to project a positive, professional image to internal and external clients. Excellent organizational…