Facilities Assistant

Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

• Assists with monitoring internal request mailbox. Responding to requests and questions within 15 minutes following the departmental procedures.
• Responsible for following closing procedures, including turning on OOO message prior to leaving each evening.
• Utilizes building ticketing system to convey requests/complaints regarding lighting, HVAC, etc. to the building management and the building engineers.
• Performs intra office moves in collaboration with the Facilities Coordinator, with direction from the Facilities Manager.
• Clean out vacated offices, including desks and credenzas.
• Ensure all unassigned areas are kept clean.
• Performs picture, white and bulletin board hanging as requested.
• Assists with different conference room set up styles for meetings, conferences, events, Trials/hearings based upon set up requests captured by the reception team.
• Assist in maintaining, moving, and installing moot court furniture.
• Assigns Kastle cards and phone fobs for new employees and loaner cards for visitors, contractors, etc.
• Bring to the attention of the Facilities Manager all maintenance-related issues Prepare and maintain offices and other workspaces for new hires, office moves, and departures. Maintains checklist of details that need to be addressed for all attorney new hires. Follow up with each function to ensure all details have been handled.
• Install office signage for new employees, visitors, and others.
• Timely removal of office signage after visitor and employee transfers/departures, and frequently checks to ensure that all name plates are accurate and up to date.
• Meets and gives direction to evening contractors as needed under overall direction of the Facilities Manager.
• Maintain a clean, well-organized, and efficient use of all storage space that is documented so all members of the team have access to it.
• Maintain an up to date furniture inventory.
• Places supply orders for Facilities Department as needed Develop and maintain professional and cooperative working relationships with all staff and attorneys.
• Participate in yearly goal setting with Manager. Meet or exceed yearly goals, seeking managerial guidance and support as necessary.
• Have a thorough knowledge of departmental and Firm procedures. Follow all policies and guidelines.
• Report to Facilities Manager upon completion of assigned tasks.
• Must be flexible with shift hours and timing of meal and rest breaks, in accordance with workload.
  

• Assists the Facilities Manager with the Firm's fire warden program and any other emergency action plans.
• Assists the Facilities Manager with investigating fire and safety hazards, accidents, and near-accidents.
• Works on special projects upon request of the Facilities Manager

• Must be organized, efficient detail-oriented, good follow-through and possess excellent customer service skills.
• Must be able to take direction.
• Must be able to work in a fast-paced environment.
• Protects operations by keeping information confidential.
• Regular predictable attendance required.
• It is necessary to have excellent interpersonal and communication skills, both written and oral to plan, schedule and complete projects and effectively communicate with a diverse group of attorneys and staff.
• Must be able to work with minimal supervision and be a team player.
• High school diploma or equivalent is required.
• Previous Facilities experience a plus.
• Experience with Microsoft Office Suite and Microsoft Word is beneficial.
• Must be able to work evenings and weekends, when required.
• Must be able to use the telephone, PC and, when necessary, make copies or send faxes from a convenience machine, walk around the floors which involves the use of staircases; lift and move desks, file cabinets and other office fixtures, push or pull be able to bend and/or stretch to reach files or supply cabinets, and lift and/or carry boxes up to 45 lbs.

• This role is based in DC and Reports to Facilities Manager.