Facilities Specialist

Position Summary: The Facilities Specialist will provide support to the Director of Facilities and Manager of Facilities Operations with operational activities in maintenance and operations, vendor oversight, equipment and supplies, occupancy services and proactively develop and maintain client relationships ensuring that expected service levels are achieved. This position will require client service skills which includes direct interaction with attorneys, staff and facility contractors.

Roles & Responsibilities:

Work Order Management

• Document client maintenance issues in the computer system in a timely and accurate manner, communicate with service providers and select a vendor for work when needed. Obtain approval of cost estimate on vendor proposal from a supervisor
• Routine functions to include work orders, contractor monitoring, inspections, resolving facility related issues, lending support as required to other business groups
• Coordinate, schedule, and complete moves within the office including working with various departments (IT, Records, Maintenance, etc.) to accomplish moves
• Update and maintain accurate records and official documentation for all site moves/reconfigurations, events, and building operations
• Serve as a point of contact for all security monitoring calls which include alarms for CC TV, intrusion, tamper, prop, loss of communication and panic
• Coordinate schedules, service calls and validate work order completions for invoice payment approvals by the Manager of Facilities Operations

Maintenance

• Performs semi-skilled maintenance and repairs in accordance with industry/trade practices, light bulb replacement, minor plumbing repairs, painting, carpet repairs, along with repair of furniture
• Perform occasional walkthrough of office space noting facility and safety concerns that need to be addressed such as lights, carpet stains, wall damage and security of doors
• Assist with identifying and reporting maintenance related issues within the office space via the building management ticketing system or our vendors and scheduling repairs. Monitors contractor’s performance, addresses quality/workmanship issues and reports any concerns
• Monitor and respond to phone calls and email requests from employees regarding various facilities issues such as janitorial, plumbing, heating/cooling requests or lost keys
• Maintenance of life safety equipment (Ex. fire ext., first aid and AED’s)
• Maintains all compliances codes, provides input for monthly reports
• Coordinates and schedules Project/Office reconfiguration moves
• Interfaces with IT, Contractors, building inspectors, Various Trades, Business Unit Management, and possibly other related project services such as Custodial, Packing Crates Provider etc.
• Assists and supports build out projects

Facilities

• Coordinate with various office move tasks including packing, unpacking, completing furniture layout requests and changes. Once moves are complete, communicate changes to Administration
• Follow up with building staff to confirm completion of work requests
• Assist with various facility related onboarding tasks for new hires such as office set up, office cleaning
• Assist with office decommission for departing employees such as office cleaning, repairs, painting and removal of equipment
• Communicate with building security regarding onsite vendors and contractors schedule and arrivals
• Issue building passes for removal of items from the building and coordinate logistics as needed
• Supporting in meeting room requirements (ex. room reconfigurations & catering provisions)
• Provide coordination and support events, meeting, and conference facilities as required

Inventory

• Requests vendor quotes, submits for approval and processes for payment
• Submit and track vendor invoices, in a timely manner, to the accounts payable system, Chrome River
• Assist with ordering facility and safety supplies such as paint, light bulbs, janitorial items, and keys
• Maintain and keep up-to-date inventory log of all office supplies furniture, décor, and art
• Maintains furniture in good state of repair per office standards
• Maintain inventory of supply areas and ensure that they are stocked; order supplies as needed; distribute office supplies appropriately
• Support and maintain inventory of beverages and snacks for the office; order and restock as needed
• Documents delivery of items, monitors backorders, validates invoice for payment approvals by management
• Tracking and conducting physical asset audits through disposition: office equipment and furniture

Education and Experience

• Technical Certification or Associates Degree or comparable education and/or experience
• Requires 3 – 5 years of demonstrated experience in facilities maintenance; office management, and inventory management.
• Proven multi-tasking skills in a fast-paced environment, prioritizing workflow for maximum efficiency
• Extremely organized and detail oriented with the ability to solve problems, identify root causes, and implement solutions effectively and efficiently
• Effective interpersonal and communications skills
• Ability to lift and/or move up to 50 pounds or 100+lbs in tandem
• Proven experience in facility maintenance and working with building maintenance vendors
• Proficient in Outlook and Word and familiar with Excel
• Ability to identify and take initiative on projects
• Experience working in a team environment, as well as autonomously

Travel Requirements

• Occasional travel to and from Firm office locations in Virginia, North Carolina, and South Carolina required for this position
• Must possess a valid driver’s license and be insurable under the firm’s automobile insurance policy

Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race, color, ethnicity, national origin, religion, creed, medical condition including pregnancy, disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation, or Veteran’s status.