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About the Role
This role is responsible for the day-to-day facilities and office services for the London office, ensuring the building and equipment are well-maintained, managing office supplies, overseeing vendor relationships, and collaborating on future office projects.
Responsibilities
- Manage day-to-day facilities and office services for the London office.
- Ensure building, equipment, and furniture are kept in good repair.
- Purchase and maintain office supplies.
- Manage office services including mail/messenger and reproduction.
- Monitor vendor relationships and contract renewals.
- Collaborate on future office moves, build-outs, or redesigns.
- Ensure internal and external clients receive exemplary support.
- Proactively communicate with clients to meet needs.
- Review and enhance client service procedures.
- Maintain the London office's internal space, furniture, fixtures, plumbing, lighting, A/V, and HVAC systems.
- Maintain an accurate inventory of non-IT office equipment.
- Oversee cleaning services and liaise with the Landlord to resolve issues.
- Coordinate annual maintenance schedules and warranties for various building elements.
- Implement a planned preventative maintenance program for all equipment.
- Review the condition of firm-owned equipment and furniture, recommending repair or replacement.
- Develop and maintain vendor relationships, including negotiating pricing and contract terms.
- Coordinate inter-office moves and desktop setups.
- Coordinate space planning and office moves.
- Provide coverage for the Office Services Co-ordinator when needed.
- Purchase office supplies and small equipment using established vendors, budgets, and guidelines.
- Participate in new vendor selection processes.
- Ensure proper stocking and recycling of office supplies.
- Stock new arrivals' workstations or offices with necessary supplies and equipment.
- Review invoices for accuracy before submission.
- Issue swipe cards and maintain an accurate list of key holders.
- Coordinate emergency programs, including fire drills and inspections.
- Coordinate the office Health and Safety program, including risk assessments and training.
- Assist with Facilities orientation and Health and Safety training for new personnel.
- Adhere to the Firm's General Safety Practices.
- Provide assistance and support to visiting attorneys.
- Ensure offices used by visiting attorneys are set up and ready for use.
- Oversee the Records department, including liaising with off-site storage vendors.
- Ensure accurate creation and management of matter folders.
- Complete file inventories and barcode management.
- Update folder labels when changes occur.
- Maintain the centralized records management file space.
- Ensure adequate supplies of records stationery.
- Oversee the preparation of boxes for off-site storage.
- Collect and organize files for review and transfer.
- Process invoices accurately and maintain maintenance records of file movements.
- Provide Records training for the office and new joiners.
Requirements
- Must deal courteously, responsively, and competently with customers, including staff, attorneys, clients, Firm managers, and vendors.
- Must demonstrate behavior consistent with Morrison & Foerster's Operating Principles.
Skills
- Client Service
- Facility and Equipment Maintenance
- Office Services
- Purchasing
- Office Security
- Health & Safety
- Records Management
- Vendor Management
- Space Planning
- Risk Management
Location
- London
Work Type
- Full-time
Benefits
- Comprehensive benefits package starting on your first day.
- Variety of options for medical, dental, vision, life and disability coverage.
- Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
- Global wellness program, including free access to Talkspace and Calm apps.
- Discretionary bonus
- Overtime as applicable
- Health/welfare benefits
- Retirement contributions
- Paid holidays
- PTO
About the Company
- At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.
- About Us: https://www.mofo.com/about
- Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
- Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono
- The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation