Facilities Assistant

Arnold & Porter has a Facilities Assistant opening in the San Francisco office.  The Facilities Assistant performs a wide variety of clerical and administrative duties, which includes providing a high level of customer service and support.  The Facilities Assistant will perform Reception coverage from 4:30 pm to 6:00 pm and will provide coverage for the Receptionist during breaks, lunch and absences.  


ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Conference Services

• Stocks, cleans, and orders supplies for the kitchen and pantries.
• Assists with set-ups and catering for scheduled conferences and special meetings and coordinates conference room reservations.
• Assists with breakdown, removal and storage of all furniture and equipment at the conclusion of scheduled conferences and special meetings.

Office Supplies, Shipping, Postage

• Orders office supplies and manage the toner program.
• Assists with mail sorting, gathering, and delivery.
• Assists with shipping and receiving. Utilizes the firms tracking software for incoming packages. Coordinates and assists the firm’s attorneys and staff with all outgoing shipments.
• Sorts and stamps all outgoing mail using postage machine; goes to the post office as necessary.

Office Moves, Storage, and Maintenance

• Assists with internal moves to include but not limited to packing, moving furniture, and boxes. Sets up offices for new arrivals, transfers and visitors.
• Maintains all storage rooms where conference room furniture, supplies, moving equipment and other items are stored in an orderly fashion.
• Assists with loading, unloading and transporting furniture, equipment and other items from the firm’s storage.
• Assists with special ergonomic set-ups.
• Maintains the office appearance (i.e., lighting outages, carpet stains, safety issues, etc.)
• Performs the firm’s confidential shredding collection during regular business hours on a weekly basis. This includes the pick-up of the confidential recycling which must be placed in the shredding bins.
• Escorts various vendors that have business with the Operation Department as needed.

Reception

• Provides daily reception duties from 4:30pm to 6:00pm.  Also, provides coverage for the Receptionist during lunch, breaks and absences.  Reception duties include: greeting and directing visitors, reserving conference room bookings, as well as answering and directing telephone calls.

QUALIFICATIONS

• A minimum of two (2) years of office experience and prior facilities/reception experience.
• A high school diploma is required.  
• Prior law firm experience preferred.
• Must be able to lift up to 75 lbs.; must be able to move furniture and other heavy items.
• Ability to operate general office equipment and perform general maintenance repairs.
• Basic Windows operating systems and Microsoft Office Suite knowledge.
• Must be self-motivated and able to plan and organize work.
• Ability to work effectively with all levels of the firm with tact and diplomacy.
• Must demonstrate a high degree of trustworthiness commensurate to handling confidential and sensitive material.
• Must be available to work alternate shifts as determined by the Manager.
• Ability to work in a fast-paced environment while exhibiting a strong attention to detail.
• Flexibility and the ability to handle changing assignments.
• Flexible for overtime.
• Ability to prioritize and manage time effectively.
• Possess reliability, dependability and motivation.
• Excellent organization and communications skills, both oral and written..

The anticipated base salary for this position is $53,243 to $65,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.
 

For benefits information, please click here https://www.arnoldporter.com/en/careers/professional-staff/benefits.

As a nonexempt position, this position is eligible for overtime.

The firm may provide a discretionary bonus annually.

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