Facilities Supervisor

About the role

This position is responsible for the day-to-day supervision, prioritization, and execution of facilities-related services for all firm personnel, including 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.

Responsibilities

• Primary 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-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 judgment 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

Qualifications

• 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 skills and strong attention to detail
• Ability to communicate effectively with staff and people in all levels of the firm
• Must be able to mentor and train staff to advance their skills in a meaningful way
• Ability to take a lead role in projects and oversee vendors' work

Pay

The full time base annual salary for this position in the Washington D.C. market is expected to range between $84,450.82 - $139,343.91.

Schedule & working conditions

• Job is performed in a typical office environment, but is subject to time pressures and constraints
• Ability to stand and walk for long periods of time
• Occasional overtime including weekend work may be required
• Ability to lift 50 pounds without assistance