Building Operations and Facilities Coordinator

Building Operations and Facilities Coordinator
Facilities Department

Debevoise & Plimpton LLP is a premier law firm with market-leading practices, a global perspective and strong New York roots. Our clients look to us to bring a distinctively high degree of quality, intensity and creativity to resolve legal challenges effectively and cost efficiently. We believe in hiring talented and dedicated individuals as members of our administrative community. We draw on the strength of our culture and structure to deliver the best of our firm to our lawyers and clients through true collaboration.

The Building Operations and Facilities Coordinator will play a crucial role in maintaining the high in-office standards expected at an elite law firm.
This is a full-time, non-exempt position reporting to the Firm’s Facilities Manager. It will operate on a 5 day in-office schedule with standard working hours. Occasional evening or weekend work may be required depending on operational needs.

RESPONSIBILITIES INCLUDE but are not limited to:

• Ticket Management
  • Log incoming tickets for incidents, requests, and routine maintenance.
  • Maintain ticket status regularly to reflect progress and changes.
  • Ensure prompt closure and documentation of resolved tickets.
• Scheduling and Coordination
  • Schedule and optimize routine maintenance to ensure minimal disruption to building occupants.
  • Assist the Facilities Manager in assigning tickets to the appropriate personnel.
  • Monitor the progress of open tickets to ensure timely resolution.
• Communication
  • Act as a primary point of contact for the facilities team with building occupants and building staff.
  • Provide Updates on open ticket status and expected resolution timeframe to requesters.
• Building Operations
  • Utilize building management software (e.g., SV3, Angus, Building Visitor System) to track work orders, maintenance requests, and building data.
  • Work with Vendors and contractors to schedule and oversee maintenance, repairs, and other facilities-related services.
  • Maintain accurate records of vendor COI, contracts and service agreements.
• Documentation and Reporting
  • Keep record of all maintenance activities, incidents, and requests for future reference and compliance purposes.
  • Assist in generating reports on ticket volume, response times, resolution times, and common issues for review by the Facilities Manager.
  • Maintain accurate and up-to-date information in the ticketing system.
• Invoice Management
  • Manage and process invoices related to Building Operations and Facilities activities.
  • Track expenses against the budget and report discrepancies to the Facilities Manager.
  • Ensure timely payment to vendors and resolve any billing issues.
• Coordination of Personnel Moves
  • Coordinate Personnel moves for lawyers, ensuring minimal disruption to their work.
  • Manage logistics related to moves, including scheduling movers, arranging packing materials, and updating office layouts.
  • Communicate move plans and schedules to affected parties to ensure a smooth transition.

Requirements:

• Education and Experience
  • High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Facilities Management, or a related field preferred.
  • Experience: Minimum of 2 years of experience in an administrative role, preferably within facilities management
• Skills and Competencies
  • Strong organizational skills with the ability to manage multiple tasks simultaneously.
  • Excellent verbal and written communication skills.
  • Proficiency in using ticketing systems, Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
  • High level of attention to detail and accuracy in data entry and record-keeping.
  • Strong customer service skills with a focus on providing a positive experience for building occupants.
• Personal Attributes
  • Ability to identify issues and implement effective solutions.
  • Ability to work collaboratively with maintenance staff, building occupants, and other stakeholders.
  • Flexibility to adapt to changing priorities and work under pressure.

PREFERRED QUALIFICATIONS:

• Office Management Tool Maintenance
  • Maintain and update the OfficeSpace in real-time.
  • Ensure accurate allocation of office spaces, seating arrangements, and floor plans within OfficeSpace.
  • Regularly verify and update data in OfficeSpace to reflect current office configurations and occupancy.

To APPLY:
A resume and cover letter are required to apply for this position. Please tell us your salary requirements and where you saw this position posted. Send required materials to:

Human Resources
jferrigno@debevoise.com
212.909.8310

Debevoise & Plimpton LLP is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other legally protected category in accordance with U.S. law.
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