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Facilities & Guest Services Supervisor

Job ID: 4639

Updated: Jun 25, 2018

Location: San Francisco, CA, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Facilities Supervisor is responsible for support and delivery of quality service to clients and firm personnel, assists with performing general repairs, maintenance to the office premises, furniture and equipment, buildouts and construction projects, and provides administrative support to the Operations Manager. Also assists with coordination of office moves, implementation of safety and security programs, and provides oversight for Guest Services including reception and conference center; Works collaboratively and cooperatively with others in a team-oriented environment. This position exercises a moderate to high degree of discretion and independent judgment. Reports to the Operations Manager for the San Francisco office.

ESSENTIAL JOB FUNCTIONS

Essential functions include those set forth below. Regular and predictable attendance is an essential function of the job. Occasional overtime and schedule adjustments will be required to come in early, stay late, or delay lunch breaks in order to provide coverage. (This list is not exhaustive and may be supplemented and changed as necessary.)

Leadership: Provides guidance by proactively ensuring that the Facilities Department meets the needs of the office and assists in developing the department’s personnel to the highest standards of client and internal customer service. Communicates and works effectively with Operations Manager, other managers, attorneys, and staff in the office and firm-wide. Oversees certain coordination functions under direction of Operations Manager and providing guidance to ensure quality while promoting a work environment that fosters excellence, open communication, productivity, teamwork, quality service and positive morale.

Team Player: Provides assistance to facilities services team and Operations Manager. Assists with general administrative duties such as answering phones, filing, scheduling meetings, preparing expense reports and check requests, preparing correspondence and spreadsheets, prioritizing work requests.

Facilities: Assists the Operations Manager by managing and maintaining the physical plant of the office, including walking through all areas of the office on a daily basis to identify any maintenance and repair needs. Schedules service with HVAC, carpet, painting, security and all other facilities-related vendors based on service agreements. Maintains insurance documentation, current service agreements and specific building requirements for all contractors and vendors. Maintains inventory of office, furniture, and file keys.

Prepares invoices for approval and payment; reconciles invoices for accounts payable. Prepares reports based on specific facilities-related data.

Assists with office expansions, build-outs, furniture purchases and moves; coordinates facilities issues with architects and/or building management as needed under direction of the Operations Manager.

Maintains Office Premises, Furniture, Artwork and Equipment: Coordinates general maintenance and repairs to the offices premises, furniture and equipment; monitors and reports light bulb replacement requests, notifies the Operations Manager of need for outside repair services. Coordinates the maintenance of furniture and artwork inventory and tracking system. Conducts routine premises inspections after repair services.

Assists with Preparing Offices for Arrivals, Departures, and Office Moves:  Assists in preparation and conducts pre-arrival inspections of offices and workstations for new employees and visitors to ensure the area is clean and ready in advance of arrivals, and that all designated checklist steps are complete. Maintains records of security access badges and keys upon arrival and departure.

Conducts a pre-departure inspection of offices and workstation for departing employees to ensure that any required repairs or maintenance is scheduled. Conducts routine office and premises inspections with Operations Manager after repair services.

Works with Operations Manager to understand scope and details of intra-office moves. Works with Guest Services/Reception, Records, and IT Departments for interoffice relocations and new hires under direction of Operations Manager. Assists in moving boxes, office equipment, and providing guidance to outside movers as assigned.

Assists with Office Safety and Security: Plan and implements safety and security programs in the office in compliance with governmental regulations and firm policies. In coordination with other department managers under direction of Operations Manager, develops and maintains an Emergency Preparedness and Disaster Recovery Plan for the office, keeping the office personnel advised through memos and meetings, as needed.

Is trained and becomes knowledgeable regarding the emergency response procedures for the office and the building; ensures all fire exits and corridors remain clear and unblocked at all times; knows the location and how to use the fire alarms, fire extinguishers, emergency supplies, and AED equipment. Maintains inventory of emergency response supplies.

Guest Services: Oversight for Guest Services including reception staff and conference center day to day operations, workflow and guidance. Ensures conference rooms and visitor offices are maintained in good order and are properly stocked at all times. Ensures room set-ups and clean-ups are handled in a timely and thorough manner.  Will participate in the performance review process.

Financial Management: Participates in the annual Operations/Guest Services budgets in conjunction with the Operations Manager. Authorizes and approves expenditures related to department activities. Controls and monitors costs. Reports on variances to budget on a monthly basis.

Works Cooperatively and Collaboratively with Others: Provides pro-active and responsive customer service in compliance with the Facility & Guest Services Standards and Operating Procedures.

Works cooperatively with other Administrative Departments (i.e. IT) and other firm personnel. Helps to ensure that conference room set-ups and clean-ups are handled in a timely and thorough manner.

Other Related Duties:

  • Special projects will be assigned by the manager.

  • Other miscellaneous responsibilities as assigned by the manager.

Qualifications & Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Education: Bachelor’s Degree or equivalent work experience required.

  • Experience: Required to have at least 2 years of experience as a Supervisor or Manager in Facilities including overseeing the day-to-day reception function, which falls under Guest Services; prior law firm experience, is desirable. Experience with build-outs and construction is highly preferred.

Knowledge, Skills and Abilities:

  • Strong customer service skills

  • Effective communication skills and the ability to follow instructions

  • Solid organizational skills, interpersonal skills, and attention to detail

  • Ability to work both independently and collaboratively as part of a team

  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and polite

  • Ability to use a computer for data entry and e-mail

Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to stand and walk, as well as to lift, carry or push objects such as boxes and equipment weighing up to 50 pounds. The employee is occasionally required to sit, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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