Facilities Supervisor Duties and 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 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.
Secondary - Attends and serves as back-up to Manager including MAC meetings and Partner departure meetings.
- Performs other duties as assigned.
Minimum Qualification Education: - High School Diploma; Bachelor's degree preferred.
Experience: - Five years facilities experience or facilities related role.
Special Knowledge: - 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.
Technical Skills: - Proficient use of PC, writing skills and Microsoft Office suite.
Attributes: - 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.
Qualifications: - Ability to take a lead role in projects and oversee vendors' work.
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.
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. Please note that the actual compensation may vary from posting based on geographic location, work experience, education and/or skill level. The posted salary is the range Vinson & Elkins in good faith believes to be the possible compensation for this role at the time of this posting. This range is only applicable for jobs to be performed in New York and Washington D.C. and may be modified in the future.
