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Facilities Supervisor

Job ID: 5186

Updated: Oct 14, 2019

Location: Dallas, TX, United States

Category: Facilities/Office Services

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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

POSITION OVERVIEW

The Facilities Supervisor oversees the daily office operations within the Dallas office, ensuring the delivery of exceptional internal and external client service from all staff functions including Conference Center, General Services, Mailroom and Facilities. The Facilities Supervisor also supervises the operation of the outsourced food services vendors, all outside copy services, and all car service operations for the office. The Facilities Supervisor anticipates and provides the support necessary to meet attorney and client expectations and develops and implements plans related to the operational needs of the office. The Dallas Facilities Supervisor is instrumental in continuing to develop Dallas Office operations to be at the K&E expected caliber.  This position requires a high degree of independent judgment and discretion and will be relied upon for autonomous decision making. The Facilities Supervisor will collaborate with cross-functional and firm-wide teams.

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.)

  • The FS provides overall operational leadership to ensure office functions and staff are aligned and deployed in a manner that facilitates delivery of superior client service. He/she maintains a culture of operational excellence and accountability in managing activities that support internal and external clients. The FS will be responsible for supervising staff functions for the Dallas office while keeping within established Firm guidelines.
  • Ensures proper functioning of the above mentioned support services departments in accordance with organizational policies, goals, and commitments.
  • This is a working supervisor role. The FS will supervise, as well as assist with, different operations functional areas:
    • Facilities - Will work closely with Office Manager to oversee the department, negotiate with vendors, and work directly with building management on any maintenance, or security related issues; will oversee the management of the security system for the Dallas office
    • Conference Services - Will supervise the Receptionist/Guest Services function, assist in the resolution of any conference center related issues, and ensure smooth coordination between Conference Center, IT, and General Services departments. 
    • Digital Services - Will be responsible for the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
    • Mailroom - Will be responsible for the maintenance, upgrade and configuration of all mailroom related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
    • Purchasing - Oversee upkeep and accuracy of purchasing database, supply procurement and pricing, and will be responsible for all vendor coordination; will negotiate and adhere to vendor agreements; ensure all service level expectations are met; adhere to and enforce the Firm’s purchase policies.
    • Space Management - Work with Office Manager to coordinate the process for attorney office assignments, office moves, and visitor spaces; work closely with secretarial services on logistical issues; work with local and firm-wide teams on the implementation of space management software, and be the main point of contact for the Dallas office with the vendor.
    • Food Service – Oversee daily operation of outsourced food service vendor ensuring a high level of customer service as well as a consistently high quality product; set pricing for daily catering activities and special events, analyze monthly invoice and review all client and office related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary.
    • Is trained and becomes knowledgeable regarding the emergency response procedures for the Firm and the building; ensures that 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. Maintains inventory of office, furniture, and file keys.
  • In partnership with Office Manager the FS, will provide recommendations to address existing and future space, facilities, and equipment needs.
  • The FS provides direction to all office employees through effective goal setting, coaching, and development planning. He/she also conducts periodic office meetings to ensure office employees are informed of relevant office and Firmwide information.
  • Recommend staffing needs for various support departments, including new positions, new hires, and terminations.
  • Ensure all support staff has adequate resources to fulfill their job responsibilities.
  • Collaborate with cross-functional and firm-wide teams responsible for analyzing and recommending applications to ensure the Firm’s ability to provide excellent services to its staff and clients.
  • Special projects will be assigned by the Office Manager.
  • Other miscellaneous responsibilities as assigned by the Office Manager.

Qualifications & Requirements

This position requires an individual with superior customer service, professional communication, and team leadership abilities.  Qualified candidates will demonstrate strong competence in performance management, project management, and time management.  The selected candidate will demonstrate expertise in providing high-quality support services, including his or her first-rate capability of identifying, analyzing, and problem-solving service-related issues.  Qualified candidates must demonstrate excellent written and oral communication skills.

The ideal candidate has solid business acumen, demonstrated operational leadership skills, and a track record of delivering results. He/she also possesses strong leadership and staff and project management skills. Experience setting up new operations is highly desirable.

The successful candidate will have an established ability to create and maintain an environment of operational excellence, successfully lead change, develop a culture of exceptional client service, and effectively manage costs.  He/she will anticipate and adapt successfully to the evolving needs of the office and the Firm, as well as its clients. 

EDUCATION

A Bachelor’s Degree and minimum of 5 years of operations supervisory experience in a legal or professional services organization is required.  Excellent presentation and communication skills are critical.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

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.