Facilities Assistant

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Title :

Facilities Assistant

Location :

New York

Job Summary

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in New York, the Facilities Assistant will play a crucial role in maintaining our office premises and elevating the overall office experience. This position is essential in ensuring a comfortable, efficient, and vibrant workplace that reflects our firm’s commitment to excellence and community.

Responsibilities include, but are not limited to, comprehensive cleaning routines, managing office and seating arrangements, and providing essential support services to ensure operational excellence. Additionally, this dynamic role involves coordinating logistics and setups for meetings and special events, thereby enhancing our firm’s collaborative and client-focused environment.

This role will report into the Sr. Operations Manager.

Responsibilities include:

  • Maintain the office’s condition to the highest standards, ensuring a pristine environment.
  • Conduct daily inspections of the premises and equipment to proactively identify and address issues promptly.
  • Keep conference rooms and multipurpose spaces in impeccable condition, ready for use at all times.
  • Implement and oversee a preventative maintenance program to ensure the longevity and efficiency of office facilities.
  • Keep detailed records of inspections, service issues, communications with service providers, and resolutions.
  • Oversee and ensure the proper functioning of systems and equipment, including lighting, HVAC, security, and building access, with daily monitoring.
  • Act swiftly in emergency situations, coordinating with the Facilities Coordinator for issue reporting and resolution.
  • Manage the issuance and replacement of building access cards for employees as required.
  • Serve as a contact for the building management company and vendors, overseeing inspections, repairs, and cleaning to meet building standards.
  • Process requests for vendor access and insurance compliance in a timely manner through Angus and COI systems.
  • Assist with conducting fire safety drills and participate actively in emergency, fire protection, and disaster preparedness plans as a key member of the Fire Safety Team.
  • Position requires on-site attendance five days a week, with overtime as necessary.
  • Flexibility to accommodate emergencies, special events, and evening or weekend work is essential.

Qualifications

  • Strong interpersonal and customer service skills; demonstrates the ability to collaborate and communicate effectively with multiple local teams and colleagues in other Gibson Dunn offices.
  • Consistently exhibits high levels of professionalism, responsiveness, and a proactive, problem-solving approach to duties and tasks.
  • Actively participates in the development and re-engineering of operational procedures such as departmental best practices and workstreams.
  • Showcases excellent organizational, prioritization, and time management skills, coupled with a keen attention to detail.
  • Problem-solver, self-starter, resourceful, with an adaptable and customer-service mindset.
  • Manages multiple priorities simultaneously and exercises good judgement while ensuring the consistent delivery of high-quality guest experiences.

Experience

  • High School diploma or GED required.
  • A minimum of two (2) years of relevant experience in facilities, operations, maintenance or building services is required. Professional services or commercial real estate experience preferred.
  • Demonstrable proficiency with the Microsoft Office Suite and Internet applications; excellent written and verbal communication skills.
  • Some working knowledge of HVAC, electrical, and other building systems consistent with a commercial office building preferred.
  • Must be able to lift up to 50 pounds unassisted and walk or stand for extended periods of time.

 

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

 

Compensation & Benefits:

The annual compensation range for this position is $50,000 – $55,000. The salary offered within this range will depend upon qualifications and other operational considerations.

Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.

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Gibson Dunn & Crutcher LLP is committed to the principles of equal employment opportunity for all partners, employees and applicants and, in accordance with the applicable federal and state laws, does not discriminate on the basis of sex, race, creed, color, religion, matriculation or political affiliation, national origin, alienage or citizenship status, ancestry, age, marital status or partnership status, family responsibilities, disability, medical condition, personal appearance, genetic information, predisposing genetic characteristics, sexual orientation, military status, status as a victim of domestic violence, stalking and sex offenses, arrest or conviction record, or on any other basis prohibited by law.