Facilities coordinator

Job description

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide.

Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

The Office Services department is the operational backbone that keeps the firm running smoothly day-to-day. The department ensures the office is well-maintained, equipped with necessary tools and supplies, and functioning efficiently.

The Facilities Coordinator plays a key role in ensuring the smooth operation and efficiency of office facilities. This position is responsible for performing a wide range of on-site maintenance tasks, including routine repairs, preventative maintenance, and troubleshooting facility-related issues. The Facilities Coordinator also assists with internal office moves, assembles furniture, and handles daily conference room setups to support business operations, including creating and/or updating a daily report of all conference room events, meetings, required set-ups, additional furniture requests and cleaning. This position is responsible for creating tickets and assigning them to the Facilities Technicians in a timely and organized manner and ensures the work is done accordingly.

Serving as the first point of contact for general inquiries and service requests, the Facilities Coordinator provides prompt and professional customer service to staff and visitors. This role requires the ability to track, prioritize, and respond to both scheduled maintenance and urgent facilities issues, ensuring minimal disruption to office activities. Works closely with the Office Services Coordinator as both are essential in ensuring the day-to-day workflow is coordinated accordingly.

Success in this position requires strong problem-solving abilities, excellent communication skills, positive attitude and the capacity to coordinate effectively with team members and external vendors. The Facilities Coordinator must be able to balance multiple tasks, shifting seamlessly between ongoing projects and immediate needs as they arise. Reliability, punctuality, and a proactive approach are essential, as the Facilities Coordinator is often relied upon to address critical maintenance concerns and uphold a safe, functional, and welcoming office environment.

• Office Services team and Facilities Technicians

• Lawyers, Business Services colleagues, and all office-based employees

• Conference Center, Reproduction/Mailroom, Records, AV, IT and Hospitality teams

• Office management, Space Planning, and Operations Leadership

• Building management, Security, Cleaning vendors and Maintenance Contractors

• External vendors, service providers, movers, and furniture suppliers

Job Description

• Creates and dispatches tickets to the Facilities Technicians involving cleaning, repairs, moves and set-ups.

• Ensures the facilities team is working in a safe manner and that the Office Services staff is aware of all issues that require immediate attention.

• Provides ongoing updates to the Office Services staff regarding project status and completion.

• Updates the Supervisor regarding issues resolved, those needing attention and those currently in progress.

• Coordinates the packing/unpacking of all office moves (physical space relocation), departures, transfers and secondments. Keeps track of boxes and arrange the shipping of boxes for those leaving the firm.

• Ensures all set-up needs for conference rooms and the AOS Shearman Room are scheduled accordingly.

• Monitors temperature readings on the BMS system and adjusts or report areas that need attention.

• Adds scheduled guests into Angus the building’s Security Access system, schedules Freight and Dock reservations and ensures Certificates of Insurance for all vendors are up to date and on file.

• Works in partnership with Office Services and the Stockroom.

• Performs other responsibilities as needed.
  

Office Services / Maintenance – Operations

• High school diploma (or equivalent) and a minimum 3 years of maintenance work experience or successful completion of apprenticeship training preferred

• This position is scheduled for five days per week on-site in our New York office.

• Knowledge of materials, methods, and tools involved in basic repairs, including but not limited to repairing desk drawers, locks and chairs

• Strong organizational and time management skills

• Excellent communication and writing skills

• Excellent interpersonal skills with a strong customer-service focus. Must maintain a professional, helpful and courteous disposition

• Demonstrate extreme care, accuracy and attention to detail

• Strong team player, motivated, positive attitude and high energy

• Able to work ticketing system from desktop and cell phones

• Have technical knowledge and ability to learn systems such as BMS (temperature control system, BMC (ticketing system, Office Space (floor plans), POE (lighting system) and Condeco (conf. room booking system)

• Able to carefully follow instructions and prioritize

• Able to take initiative and inspire confidence

• Able to assume responsibility

• Able to accept new tasks and learn from experience

• Able to work independently and as a team player

• Participating in overtime, including weekends

• Work flexible hours, when needed

• Able to lift at least 75 lbs. and stand for extended periods

• Assist with deliveries that are made outside of the loading dock

• Demonstrate tolerance for handling cleaning supplies

• Willing to learn and be fully involved in special projects, as needed (ex: Restacks, Refurbishment, Electrical Power Outage, etc.)

Equal Employment Opportunity, including Veterans and Disability

A&O Shearman is an equal opportunity employer, including Veterans and Disability. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. This policy applies to all aspects of an individual’s relationship with A&O Shearman, including, without limitation, recruitment, hiring, training and development, promotion, compensation, discipline, termination, and all other terms and conditions of employment.

If you are vision-impaired or have another disability under the Americans with Disabilities Act or similar law and wish to discuss accommodations related to applying for employment at A&O Shearman, please contact US HR Transactions at US-HRTransactions@aoshearman.com or call +1 212 610 6300 and ask for HR Transactions.

This role is open to our New York office. For individuals assigned to or hired for this opportunity in New York, the estimated annualized base salary range for this position is $65,000-$83,000. The actual base salary offered will depend on the overall qualifications of the individual applicant for the position and other job-related factors permitted by law. We offer a competitive compensation and benefits package which includes a discretionary bonus, paid leave, life, health, accident, and disability insurance; and a 401(k) plan.