Facilities Clerk-Long Term Temp

New York, NY 

Summary

Under the general direction of the Facilities Supervisor and/or Facilities Coordinator and according to established Firm policies and procedures, is responsible for performing varied custodial duties and assuring meeting rooms are adequately set up and equipped.  May make minor repairs as necessary.  Duties and tasks are frequently non­-routine.  Actively supports and focuses on client, attorney and staff needs and requirements.  Maintains professionalism and strict confidentiality in all client and Firm matters.

Essential Duties and Responsibilities include, but may not be limited to, the following.  Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Conduct internal office moves by moving furniture/boxes, transferring furniture to and from the warehouse, or directing contracted movers with relocation of furniture as directed by the Facilities Supervisor/Coordinator.
• Ensure visible damage throughout the Firm is reported to the Facilities Supervisor/Coordinator for Conduct repairs, if possible, when hazardous to well­being of the Firm’s employees.  In addition, perform light plumbing and carpentry work.
• Perform office clean-up duties on a scheduled basis including, but not limited to, floor cleaning (vacuuming, shampooing, buffing), dusting, etc.
• Maintain/clean public areas throughout Firm to ensure a favorable impression of the Firm’s image for clients and and visitors.
• Change/replace light bulbs for exterior Firm area (i.e., elevator lobby, exterior passage ways, reception area, ) on a daily basis; inventory and order light bulbs.
• Provide directions to vendors who are contracted to do repairs throughout the Firm as directed or coordinated by the Facilities Supervisor/Coordinator.
• Set up and take down furniture, platforms, podiums, audio/visual equipment, for meetings, seminars, and social functions whether Firm or client-sponsored events.
• Videotape meetings and seminars, and duplicate videotapes when Perform special errands for the attorneys.
• Set up and inventory case rooms.
• Assist as backup in all Office Services support areas as may be required when workload requires additional coverage or staff is limited as a result of absenteeism/vacation, and/or at the request of the Facilities Supervisor and/or Office Services Management.

Supervisory Responsibilities

This job has no supervisory responsibilities, however, may require overseeing the work activities of outside vendors/contractors working in the Firm to complete facility-related repair or work. 

Knowledge, Skills, and Abilities

• High school diploma or equivalent; or two or more years related experience preferably in a large legal or professional services firm; or equivalent combination of education and  Prior facilities-related experience preferred.
• Basic computer knowledge with familiarity of various database systems including Outlook and MS Word Ability to learn and utilize specific internal or third­ party Office Services Department software.
• Experience with, or ability to learn, basic video and audio equipment functions and Knowledge of telecommunications equipment in order to hook up for usage.  Operational knowledge and ability to use hand and power tools.
• Excellent organizational and interpersonal skills in order to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
• Ability to adapt to changes in workflow and handle multiple facilities-related priorities in a demanding, fast-paced work Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Ability to perform mathematical calculations and apply mathematical concepts when verifying numerical data on forms and and documents.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Work occasionally requires more than 35 hours per week to perform the essential duties of the position. Ability and availability to work flexible hours including overtime, weekends, night shift and, if necessary, holidays.
• Ability to routinely move/set up furniture, podiums, and other office-related items, retrieve and distribute files, written documentation or office supplies weighing up to 50 pounds; transport up to 300 with a two-wheel cart or similar device; replace light bulbs; and, retrieve and replace objects from shelves of up to 8 feet high.

Work Environment

The work environment is characteristic of a normal office environment with moderate exposure to excessive noise, dust, temperature, etc.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities, and requirements.  This position description may be modified in the future as necessary.