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Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates · 2 months ago

Office Services, Facilities & Security Specialist

Palo Alto

Full-time

Onsite

Mid, Senior Level

$70K/yr - $75K/yr

5+ years exp

Skadden, Arps, Slate, Meagher & Flom LLP is a prestigious law firm known for delivering high-quality legal solutions. They are seeking a mid-level Office Services, Facilities & Security Specialist to manage facilities workflow, ensure security, and assist with administrative tasks related to office services.

ConsultingLaw EnforcementLegal

Comp. & Benefits

Responsibilities

Assists Office Services Manager with administrative project facilitation for Facilities

Helps ensure all shipping and receiving procedures are followed by checking PsShip (Firm shipping software) history daily. Ensures each delivery step is followed and quickly alerts Office Services Coordinators if errors are caught

Monitor shipping vendors daily to ensure items in transit are meeting expected delivery, as needed contacts vendor’s customer services line to submit a ticket

Uses Computer Aided Facilities Management (CAFM) and Building Management System (BMS), to support facilities related requests for the office

Patrols and inspects office space; identifies and corrects security or fire hazards; locks unoccupied offices; opens and closes doors based on operating schedule and ensure security

As needed acts a liaison to the building management team to input requests into their system known as Angus, and follows up when there is an unnecessarily long delay

As needed notifies stakeholders such as the Office Services Manager, of emergency building situations

Upon request assists with after-hours emergency requests relating to the pre-action, MDF (Main Distribution Frame), and IDF rooms, and grants emergency vendors access to the space as a part of the response

Assist with escorting facilities vendors to support operations and maintenance

Coordinates with Human Resources to participate in safety week, safety trainings, and life safety functions, including the annual CPR training

Monitors and assists with maintaining AED equipment for the office

Coordinates maintenance and housekeeping activities for the office. Participates in daily cleaning inspections and meets with cleaning provider Able to address deficiencies

Conducts daily elevator door checks to ensure the shut fully and securely; adjusts door closures as needed and uses the Building Management System (BMS) to monitor and adjusts CFM (Cubic Feet Per Min of airflow) to ensure proper door function

Escorts terminated employees from the premises upon request from Human Resources

Documents and reports unusual situations (accidents, illnesses, criminal activity, equipment malfunction) to the Office Services Manager, Human Resources or Attorney Development Manager

Reports all unusual occurrences or conditions and any incidence of visitor or employee actions, which could result in injury or loss to the Firm or employees to the Office Services Manager, Human Resources or Attorney Development

Performs frequent physical exertion including: standing, walking, bending over, twisting, reaching above shoulder level, pushing, pulling, repetitive use of both hands, lifting or carrying up to 50 lbs. frequently and over 100 lbs. on occasion

Receives, records and facilitates timely delivery of packages by preparing assignments to relieve key stations of heavy workloads

Produces monthly BMS and FMS department statistics reports

Maintains awareness of postal regulations and procedures for other delivery services (e.g. FedEx, UPS, etc.)

Disseminates information appropriately to ensure departmental awareness

Ensures all Firm office space is maintained at all times

Disassembles, assembles and moves office furniture as required to meet needs of the Firm

Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others

Manages Firm resources responsibly

Complies with and understands Firm operation, policies and procedures

Performs other related duties as assigned

Qualification

Facilities Management SoftwareComputer Aided Facility ManagementBuilding Management SystemVendor ManagementEmergency Response TrainingCleaning MaterialsInterpersonal SkillsCommunication SkillsAttention to DetailOrganizational SkillsTeamwork

Required

Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint, Computer Aided Facility Management (CAFM) system, PS Ship, PS Receiver), with the ability to learn new software and operating systems

Ability to obtain job related certification including defibrillator training and CPR

Ability to stand or sit at work station, and ability to walk, for extended periods of time

Ability to exert moderate to high physical energy to ensure quick response to medical or criminal emergencies

Knowledge of cleaning materials

Ability to handle constant exposure to adverse conditions

Ability to read, interpret, and follow instructions

Ability to read and interpret floor plans

Ability to work in a moderate to high risk environment

Ability to delegate work effectively

Ability to follow up consistently

Demonstrates effective interpersonal and communication skills, both verbally and in writing

Demonstrates close attention to detail

Demonstrates consistent follow up skills

Ability to handle multiple projects and shifting priorities

Ability to handle sensitive matters and maintain confidentiality

Ability to organize and prioritize work

Ability to work well in a demanding and fast-paced environment

Ability to work well independently as well as effectively within a team

Flexibility to adjust hours and work the hours necessary to meet operating and business needs

High School Diploma or equivalent

Minimum of five years related experience

Benefits

Competitive salaries and year-end discretionary bonuses.

Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.

Generous paid time off.

Paid leave options, including parental.

In-classroom, remote, and on-demand learning and professional development opportunities.

Robust well-being classes and programs.

Opportunities to give back and make an impact in local communities.

Company

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates

Glassdoor3.8

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates delivers the highest quality advice and novel solutions to legal challenges, enabling clients to achieve their business goals.

Founded in 1948

New York, New York, USA

1001-5000 employees