Office Services, Facilities & Security Specialist

About Us

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other.

Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers.

We are seeking an Office Services, Facilities & Security Specialist (mid-level) to join our Firm. This position will be based in our Palo Alto office. This position acts as primary to facilities workflow by managing the Firm facilities software FMS, organizing office or furniture moves, assisting with vendor management, and acting as primary for ergonomic supplies and installation. This position will also act as primary to internal security by patrolling and conducting inspection of all office space, assuring the safety and security of personnel and property.

• Assists Office Services Manager with administrative project facilitation for facilities.
• Helps ensure all shipping and receiving procedures are followed by checking PsShip history daily, ensuring each delivery step is followed and quickly alerts Office Services Coordinators if errors are caught.
• Monitors shipping vendors daily to ensure items in transit are meeting expected delivery, as needed contacts vendor's customer services line to submit a ticket.
• Uses Computer Aided Facilities Management (CAFM) and Building Management System (BMS) to support facilities related requests for the office.
• Patrols and inspects office space; identifies and corrects security or fire hazards; locks unoccupied offices; opens and closes doors based on operating schedule and ensures security.
• Acts as liaison to the building management team to input requests into Angus and follows up when there is an unnecessarily long delay.
• Notifies stakeholders such as the Office Services Manager of emergency building situations.
• Assists with after-hours emergency requests relating to the pre-action, MDF, and IDF rooms, and grants emergency vendors access to the space as part of the response.
• Assists with escorting facilities vendors to support operations and maintenance.
• Coordinates with Human Resources to participate in safety week, safety trainings, and life safety functions, including the annual CPR training.
• Monitors and assists with maintaining AED equipment for the office.
• Coordinates maintenance and housekeeping activities for the office; participates in daily cleaning inspections and meets with cleaning provider to address deficiencies.
• Conducts daily elevator door checks to ensure the shut fully and securely; adjusts door closures as needed and uses the BMS to monitor and adjust CFM to ensure proper door function.
• Escorts terminated employees from the premises upon request from Human Resources.
• Documents and reports unusual situations (accidents, illnesses, criminal activity, equipment malfunction) to the Office Services Manager, Human Resources or Attorney Development Manager.
• Reports all unusual occurrences or conditions and any incidence of visitor or employee actions that could result in injury or loss to the Firm or employees to the Office Services Manager, Human Resources or Attorney Development.
• Performs frequent physical exertion including: standing, walking, bending over, twisting, reaching above shoulder level, pushing, pulling, repetitive use of both hands, lifting or carrying up to 50 lbs. frequently and over 100 lbs. on occasion.
• Receives, records and facilitates timely delivery of packages by preparing assignments to relieve key stations of heavy workloads.
• Produces monthly BMS and FMS department statistics reports.
• Maintains awareness of postal regulations and procedures for other delivery services (e.g. Fed Ex, UPS, etc.).
• Disseminates information appropriately to ensure departmental awareness.
• Ensu…