Apply / Open Positions

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage facilities issues with building engineers and follow up on issues to completion;
• Coordinate with property management at both Boston office locations to resolve any issues or plan for any building work that must be done;
• Communicate to Boston office employees any facilities issues or work being done;
• Proactively maintain the office space, identifying issues and coordinating repairs as needed (lights out, carpet stains, cleaning issues, empty offices cleared and ready for new occupants);
• Maintain emergency evacuation procedures and fire warden teams, coordinate annual evacuation drills with property management;
• Oversee the scheduling of furniture and office equipment maintenance and repair;
• Manage office vendors (office supplies, furniture, recycling, security, plants, etc), including verifying and processing invoices for products and services;
• Work with vendors to conduct ergonomic evaluations of offices and work stations;
• Plan logistics and execute all internal moves for the office;
• Maintain floor maps and assist with office assignment of new hires;
• Collaborate with Operations Services Manager to set up and maintain Visitor offices;
• Set up all new hire offices and work stations;
• Coordinate furniture installation for new and rental furniture;
• Oversee maintenance, repair services, use and effectiveness of security systems.
• Distribute and manage security fobs for Boston office locations.
• Maintain file space map, and allocate new space for attorneys
• Coordinate monthly parking passes for firm Directors
• Assist with facilities-related functions in other offices (New York and Washington D.C);
• Other duties may be assigned.  Overtime is sometimes required.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Proficiency in MS Word, PowerPoint and Excel.
• Professional attitude, reliable and strong work ethic;
• Must be well organized and a self-starter;
• Ability to effectively manage multiple projects simultaneously;
• Ability to prioritize and meet tight deadlines and deliver exceptional results;
• Must be accurate, detail and deadline oriented, organized and flexible;
• Excellent verbal and written communications skills required;
• Ability to work independently as well as part of team.

Education/Experience:

A Bachelor’s Degree and/or minimum of five years of experience in an office management and/or facilities role in legal or professional services.

PHYSICAL DEMANDS:

The physical demands described here are representative of those 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 frequently required to stand; walk; sit; reach with hands and arms and talk or hear;
• The employee is occasionally required to climb or balance; and
• The employee is frequently required to lift up to 10 pounds.

This job description is intended to be general and may evolve over time.  It is subject to periodic updating and is subject, at the firm’s discretion, to the assignment of different or additional duties.  We are an equal opportunity organization.

• For more information: Please email pmorgan@goulstonstorrs.com