Job Posting: Facilities Manager – San Francisco

Submit resume and Salary Requirements to:

Patricia B. Alcala, Human Resources Coordinator, Jones Day 555 California Street, 26th floor, San Francisco, CA 94104

 

Job Title:        Facilities Manager

FLSA Status:  Exempt

Department:   Office Administration

Reports To:    Office Administrator

Schedule:        8:30 am – 5:00 pm, M-F

                        Evenings and weekends, as required

                        (Shift may vary, based on need)


General Summary:  Under the supervision of the Office Administrator and following Office and Firm procedures, the Facilities Manager is responsible for managing the activities of the Office Services Department, the Reception Desk, and for ensuring that all Office facilities are functional and well-maintained.  The Facilities Manager is expected to demonstrate initiative, set priorities, ensure timely and accurate completion of assignments, and oversee compliance by those in the departments with Firm and Office policies and procedures. The Facilities Manager is expected to serve as a positive role model for the assigned staff, and is expected to perform all job duties with a commitment to providing superior service to lawyers and clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.  Above all, the Facilities Manager must fulfill the needs of the Office in a manner that is consistent with Firm’s visions and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties are performed throughout every work day, as necessary):

– Implement processes and practices to ensure the proper maintenance of  all Office space, including but not limited to inspections of entire office space; maintenance and repairs of furniture and fixtures; maintaining a positive working relationship with Landlord regarding security, maintenance and other issues, oversee and manage cleaning contracts, repairs and heating/ventilation/air conditioning service contracts.

– Ensure the excellent quality of work and timely completion of assignments of the Support Services personnel and receptionists, oversee and monitor their attendance and performance issues, and conduct conferences with assigned staff regarding such issues, as needed, in consultation with the Human Resources Coordinator and/or Office Administrator.

– Troubleshoot and resolve all problems related to mail, messenger, courier, duplicating and reception services, including interfacing with lawyers, paralegals, secretaries, vendors and departmental personnel.

– Serve as liaison with Building Office to address building and security issues, update lobby directory, coordinate after hour deliveries, and request building ID cards for Jones Day personnel.

– Serve as SF Office’s Emergency Preparedness Warden
            – Update Team Members’ assignments, lists and evacuation map
            – Coordinate training on CPR and use of defibrillator
            – Ensure that Emergency and First-Aid Supplies are fully stocked,
               fresh, and available

– Responsible for Internal Security Access System
             –  Serve as Jones Day’s contact with security access system vendor and building security personnel.
             – Issue security passes to SF office personnel and visitors, as appropriate
             – Program security system’s computer to lock/unlock doors according to regular workday and annual holiday schedules

– Maintain Vendor Acknowledgement forms and update yearly

– Perform ergonomic assessments for new hires, order special ergonomic equipment and supplies, as needed, and coordinate installation, if applicable.

– Coordinate preparation of offices for new lawyers and staff and for lawyer and staff office/desk moves.

– Oversee the purchase of all office/kitchen/catering supplies and equipment and ensure that all office equipment and office supply inventory are adequate to support the needs of the Office; monitor vendor relationships, arrange for cost-effective service agreements, and review and approve all invoices for office/kitchen/catering supplies.

– Supervise food and beverage service orders and deliveries and maintain food service accounts, including review and approval of invoices.

– Oversee maintenance, repair and purchase of office equipment, including but not limited to contracts for typewriters, binding equipment, postage meters, dictation/transcription equipment, facsimile equipment, and excluding, generally the telephone and computer equipment which falls under the responsibility of the Firm or Office TSS Personnel.

– Supervise the receipt and prompt distribution of all incoming mail and the preparation and delivery of all outgoing mail envelopes and packages (U.S. Mail, Federal Express, UPS, DHL and other courier services). 

– Process all unidentified incoming mail and all mail addressed to departed lawyers and staff.

– Implement Firm’s Green Initiative program.

– Set priorities and coordinate daily workflow for the assigned staff, ensuring quality of work and timely completion of assignments during regular business hours and on an overtime/weekend staffing basis as necessary. 

– Schedule coverage for Support Services department and Reception, as needed, in the event of staff absences and/or firm events.

– Serve as mentor to Office Services Coordinator and staff; implement standards of excellence and, with the guidance of the Office Administrator, provide assigned staff in Office Services Department and Reception with an understanding of future expectations and initiate changes needed to meet them.

– Maintain a professional and courteous manner at all times and contribute to the constructive resolution of conflicts within the assigned department and between the departments and others in the Office and Firm.

OTHER DUTIES (Duties are performed periodically, as necessary):

– Under the direction of the Office Administrator, evaluate current contracts and research alternative providers for goods and services; evaluate bid proposals and make recommendations on contracts.

– Coordinate and work as a team with other departments to provide necessary services to lawyers and clients.

– Assist Office Administrator with construction projects and furniture orders.

– Working with the Office Administrator, prepare and monitor department budgets.

– Substitute for assigned personnel during lunch breaks and other absences as necessary.

– Evaluate assigned staff and participate in their performance reviews.

– Maintain office floor plans, updating to accurately reflect location of departments and personnel

– Develop long-term plans and goals for the departments in cooperation with the Office Administrator.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

– Strong leadership skills and willingness to function as a role model within the Office.

– Excellent judgment and common sense.

– Strong organizational and time management skills, including the ability to organize self and others.

– Strong analytical and problem-solving skills.

– Ability to read, comprehend and follow instructions.

– Proficiency on office equipment used on a regular basis, including computers, printers, copy machines, facsimile machines and telephones.

– Ability to work independently, take initiative, set priorities and see projects through completion.

– Ability to meet deadlines and respond to changing priorities.

– Ability to handle many tasks simultaneously.

– Ability to work with a wide range of people in a team setting.

– Confidentiality, judgment, discretion and tact.

– Knowledge of Firm and Office policies and procedures.

– Strong service orientation.

– Commitment to the Office and Firm.

– Commitment to professional growth.

PHYSICAL REQUIREMENTS:

– See.

– Hear.

– Speak.

– Duties are performed using repetitive finger, hand and arm movements.

– Duties require fine manipulation (typing).

– Duties require simple grasping (files, documents, telephone, writing instruments).

– Duties may require combinations of the above movements.

EDUCATIONAL/JOB EXPERIENCE REQUIREMENTS:

– High school diploma or equivalent.

– Minimum of five years Facilities/Office Services experience in a business environment, preferably legal environment.

– Experience supervising and mentoring staff.

Salary commensurate with experience. 

Submit resume and Salary Requirements to:

Patricia B. Alcala, Human Resources Coordinator, Jones Day 555 California Street, 26th floor, San Francisco, CA 94104

Jones Day is an Equal Opportunity Employer.  Applicants are considered for all positions without regard to race, religion, creed, sex, color, national origin, ancestry, mental or physical disability (including AIDS and cancer-related medical conditions) unrelated to the job to be performed, marital status, sexual orientation or any other status or condition protected by law

This document describes the general content of and requirements for the performance of this job, but is not an exhaustive statement of essential functions, responsibilities or requirements.  Moreover, the description excludes the marginal functions of the position that are incidental to the performance of fundamental job duties.  Employees are expected to follow any job-related instructions and to perform any other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skill and/or abilities.  To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.  Individuals with disabilities are accommodated in accordance with the Americans With Disabilities Act.

This document does not create an employment contract, implied or otherwise.  Employees in this position are employed “at will.”

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