Job Posting: Facilities Team Member – San Francisco

Please contact:

Christine Hobbs
Director of Human Resources
Howard Rice Nemerovski Canady Falk & Rabkin
A Professional Corporation
3 Embarcadero Center, 7th Floor
San Francisco, CA  94111-4024
chobbs@howardrice.com 

Department:                   Facilities

Schedule:   Operational hours for the Facilities Department are Monday through Friday, 7:30 a.m. – 6:00 p.m. Shifts vary to cover all functions of the Department) The Facilities Team Member must possess the flexibility to work alternative shifts as deemed necessary by the Facilities Manager.  Must also possess flexibility to work a weekend shift when necessary.

Reporting Relationship:   Reports to and works under the direction of the Facilities Manager.

Status:  Non-Exempt

Supervisory/ Management Responsibilities:  None

·        Summary:           The Facilities Department exists to provide the highest quality service to the Firm’s clients through teamwork and mutual support.

·        Each Facilities Team Member is expected to deal courteously, responsibly and competently with internal and external clients.

·        The Facilities Team Member must be self-motivated and able to successfully perform tasks independently with a minimum of supervision.

·        The Facilities Team Members must have excellent communication skills and be able to perform required tasks successfully and in a timely manner.  Responsible for supporting the daily activities within the Facilities Department by following the written Facilities procedures.

·        The Facilities Team Member performs related Department and Firm duties as assigned.

·        Not all responsibilities will be appropriate to the individual’s everyday functions.

·        Responsibilities:          Prepare conference rooms for all meetings, including proper table coverings for meetings which include a meal.  When setting up conference rooms for meetings where drinks and food are requested, ensure that drinks and food are presented according to the request and that plates, coffee urns, credenzas, cutlery, cups and glassware are clean and in good condition.  Remove any plates, flatware, and cups that are not clean or that are chipped.  Use protective table covers for depositions, trial preparations, and document reviews.

·        Maintain clean and orderly appearance of conference rooms by regularly cleaning glass doors,  credenzas, and conference room tables with appropriate cleaning products.  Any non-functioning, broken, or stained equipment or fixtures should be reported immediately to the Facilities Manager.

·        Maintain all supplies of plates, cutlery, napkins, tablecloths, sodas and other drinks in conference rooms.  When new supplies are needed, requests should be made through the Facilities Manager.

·        Ensure that there are ample chairs to accommodate the number attendees scheduled to use the conference room.  If there is a need for additional chairs, they should be brought from other conference rooms and returned to their proper location at the conclusion of the meeting.

·        Assist with kitchen clean-up and maintenance of general office appearance.

·        Clean and set up offices with basic supplies for new attorney and staff.

·        Stock all refrigerators with milk supplies.  Check expiration dates on the milk cartons and remove them when expired.

·        Stock all kitchen refrigerators twice weekly with sodas & waters.

·        Performs bi weekly cleanings of all firms refrigerators.

·        Check with the receptionist responsible for conference room scheduling for any changes to the schedule.  Any requests regarding conference room scheduling should be forwarded to Reception.

·        Refer to the Conference Room Checklist when setting up and cleaning up conference rooms.

·        Perform the Firm’s recycling by collecting  recycling on the 6th, 7th, 8th, 9th, 10th floors during regular business hours on a weekly basis.  This includes the pick-up of the confidential recycling which must be placed in the shredding bins.

·        Purchase non-capital, office supplies, stationary/printing and miscellaneous maintenance requirements for the firm.  Maintain records of all purchases.

·        Maintains accountability of all supplies inventories.  Monitors stock levels and reorders accordingly. Maintains minimum/maximum records for all supplies.

·        Receive all inbound packages and bulk shipments.  Document arrival and inspect for damages, schedule delivery to recipient in a timely manner.

·        Deliver Federal Express packages to Federal Express office located on the street level of the building by the established Federal Express deadlines.

·        Utilize HR tracking software for incoming packages and faxes

·        Coordinate and assist HR Attorneys & Staff with all outgoing shipments.

·        Provide guidance to support staff in coordination of messenger runs.

·        Maintain cleanliness and order in the Shipping/Receiving/Mail/Fax & Office Services areas.

·        Sort and stamp all outgoing mail using postage machine; go to post office as necessary.

·        Sort incoming and interoffice mail and deliver accurately throughout the Firm.

·        Deliver and pick-up mail in accordance with the established procedures.

·        Deliver newspapers as assigned.

·        Provide back-up support delivering packages and envelopes for Shipping/Receiving Department.

·        Send and receive facsimile transmissions in an accurate and timely fashion.

·        Maintain equipment and supplies required for the efficient operation of the Facsimile Center.

·        Contact attorneys and other staff members for information missing from facsimile transmission forms, including correct billing information.  Inform appropriate party if any problems are encountered in transmission.

·        Deliver and pick-up faxes on the 6th, 7th, 8th, 9th, 10th floors according to schedule provided.

·        Provide back-up to all aspects of Facilities and maintain a high level of job expertise within the Department through ongoing cross-training.

·        Keep Facilities Manager advised of any issues that may arise affecting the essential functions of the Department which cannot be resolved by the employee.

·        Maintain cordial working relationship with co-workers and staff.

·        Participate in job rotation as assigned by Facilities Manager.

·        Carry a radio at all times.

·        Performs all other assignments/tasks that are assigned by supervisors or others which are not covered in this job description and which the individual could reasonably be expected to perform.

·        Submit complete and accurate payroll time sheets in a timely manner.

·        Complete assigned projects in a timely and efficient manner.

·        Attend all team and Departmental meetings.

·        Participate in safety awareness and working in a safe manner.

·        Performs all other assignments/tasks that are assigned by supervisors or others which are not covered in this job description and which the individual could reasonably be expected to perform.

·        Regular and predictable attendance is an essential job function.

·        Qualifications:  Demonstrate attention to detail

·        Strong customer service skills

·        Basic computer skills (MS Outlook, MS Word and MS Excel)

·        Ability to work with time deadlines

·        Flexibility in work assignments

·        Demonstrates a thorough knowledge of computer applications such as Word, Outlook, Carpe Diem (or other time entry systems), and Internet software.

·        Qualified candidates must possess ability to communicate effectively with a diverse population and demonstrate effective customer service and problem solving skills.

·        Must be a team player.

Education and Experience:           The ideal candidate will have at least 2 years of prior office experience and at least 1 year of prior facilities experience.  Prior law firm experience is desirable.  A high school diploma is required.  Experience working in a fast paced environment and attention to detail are essential.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

·        Physical ability and manual dexterity to use computer hardware and keyboards, telephones, fax machines, photocopiers, filing cabinets and other standard office equipment.

·        Physical ability to sit at a desk or computer station for up to 7.5 hours per work shift.

·        Physical ability and manual dexterity to carry single file boxes weighing up to 30 lbs. and/or to move items weighing up to 100 pounds using hand trucks, dollies and other similar mechanical material handling aids.

·        Physical ability to lift boxes, push carts, break down and set up of conference room tables, meeting room equipment, deliveries of shipments received, etc.

·        A current U.S. driver’s license of the appropriate classification, and the physical ability and manual dexterity to
safely drive standard passenger vehicles on public roads and highways, as well as on clients’ property or at clients’ work locations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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