Firm Summary

　　White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

　　With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

　　It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

　　Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

　　 Position Summary

　　The Facilities Manager of the Washington, DC office of White & Case is an integral member of the Office Operations Function. This role ensures a smooth, systematic, organized, and reliable Facilities team and operation with strong management and communication skills.

　　 Duties and Responsibilities 1

　　Facilities and Maintenance Ensure that Firm's space is maintained by in-house staff, outside vendors and building maintenance and that problems are rectified in the most economical manner. Investigate and resolves service calls and responds within prescribed time window. Maintain all contracts related to the use of outside vendors for the maintenance and cleaning of the office space. Schedule repair, maintenance, and installation of furniture and equipment. Protect employees and visitors by planning and maintaining a safe and clean working environment, complying with procedures, rules, and regulations. Maintain an up-to-date inventory of furniture (desks, chairs, file cabinets, etc.) and provide for the storage of any excess furniture, both on-site and off-site. Maintain an up-to-date inventory of the Office Art Collection. Maintain up-to-date master files of all floor plans and architects' drawings (i.e., demolition plans, construction plans, power and signal plans, reflected ceiling plans, HVAC plans, finish plans, etc.). Identify short-term and long-term issues that must be addressed; develop efficiency standards; provide information and commentary pertinent to deliberation; recommend options and courses of action; implement directives. Manage the scheduling, maintenance, and monitoring of all heating, ventilating, air conditioning, water, electric and other systems to ensure efficient operation. Assist with Facilities renovation/construction related projects. Manage the Facilities team to deliver expected service levels within the set expectations and budget. Coordinate work assignment amoung the Facilities team, building technicicans, vendors and contractors and review work orders to ensure that assignments are completed timely. Oversee scheduled floor walks to inspect suite. Review price quotes for the procurement of parts, services, and labor for projects, submit to Office Manager for final approval. Prepare annual capital project budgets and quarterly operating budget. Acts as liaison with the Building management for any building and suite maintenance. Utilize the Building's facilities management system and ensures completion. Ensures that vendor Certificates of Insurance (COI) are filed with the Building and are up-to-date. Arranges for use of the freight elevators and combo cars with the Building. Notifies office via email of window cleaning, water shutdowns, fire drills, and other special Facilities scheduled items, etc.

　　Space Planning Assists the Office Manager in assigning the office seating. Notifies and coordinates office assignments and moves with requisite departments. Oversees preparation and installs name plates. Frequently checks to ensure that all name plates are accurate and up-to-date. Maintains checklist of details that need to be addressed for all new hires, ensure compliance. Ensures that offices/desks for all joiners have been set-up and furnished appropriately. Conducts onboarding introduction to Facilities department with all new hires, helps them get settled-in, and follows-up on any additional needs that they may have.

　　Security and Life Safety Maintain the security and integrity of the office through the use and control of the Kastle Security System. Contact with the service vendor and arranges for any service or maintenance related to the use of the system. Monitor Kastle tag use to ensure the security needs of the Firm are being met. Report security issues to the Office Manager. Maintain rapport with local law enforcement and fire department by establishing personal contact; cooperating to resolve issues / situations. Keep current on the Firm's crisis management plan. Identify actual fire and safety hazards and unsafe practices by investigating accidents and near-accidents; responsible for the Firm's fire warden program Identify and anticipate safety and health concerns and hazards by surveying environmental, operational, and occupational conditions; rendering opinions; investigating violations; recommending preventive programs. Perform bi-annual Kastle audit to ensure card log is current and accurate consistent with best security practices. Assist the Office Manager with the Firm's fire warden program and any other emergency action plans. Assist the Office Manager with investigating fire and safety hazards, accidents, and near-accidents.

　　Purchasing and Supplies Assist Procurement in the sourcing and purchasing of all furniture, equipment and other office items related to Office Services. Determine method of procurement, i.e., direct purchase, lease, or bid. Arrange for delivery, unpacking, inspection and assembly. Review supply requisitions for authorization and/or unusual usage. Maintain and analyzes all facilities supply vendor contracts and agreements on a semi-annual basis.

　　Supervisory Responsibilities Recruit, select, orient and train people in on Facilities team. Prepare and conduct annual Performance Evaluations for direct reports. Discuss and agree annual objectives goals for direct reports, including new hires. Review to encourage the team in meeting their objectives and/or to revise their objectives.

　　Additional Responsibilities Maintain professional and technical knowledge and develops sources for the procurement of supplies, services, and equipment by attending demonstrations; contacting vendors; attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies. Maintain operations by initiating, coordinating, and enforcing standards and procedures. Comply with Federal, State, Local and building facility, maintenance, security, and safety requirements by adhering to requirements; advising management on needed actions. Contribute to team effort by accomplishing related results as needed. Monitors performance of the Firm's outside vendors. Brings any problems to the Office Manager's attention. Recommends changes to procedures or services, when necessary. Maintain thorough knowledge of departmental and Firm procedures and upholds all rules and procedures. Work on special projects upon request. Develop and maintain professional and cooperative working relationships with all staff. Observe confidentiality.

　　 Qualifications

　　Associates or Bachelors degree (or equivalent experience 5 years of Facilties Management experience required. Large law firm experience preferred. Knowledge of Microsoft Office suite required. Operating knowledge of construction renovation practices and procedures and ability to plan, schedule and complete multiple projects. Effectively communicate with a diverse group of attorneys and legal staff. Ability to walk around the floors and staircases; lift and/or carry up to 45 lbs; bend or stretch to reach low or overhead cabinets and work extended/weekend hours, when needed, to perform the essential duties of the position.

　　 Location and Reporting

　　This is role based in Washington, DC. Reports to, and takes direction from, the Washington, DC Office Manager.

　　The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

　　1 The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.