Office Services, Facilities & Security Specialist

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden Arps Slate Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation intellect teamwork and tenacity our lawyers deliver the highest quality advice and novel solutions to our clients legal issues. We are known for handling the most complex transactions litigation/controversy issues and regulatory matters as well as for the strong partnerships we build with clients and each other. Our attorneys who reflect a broad range of experiences and perspectives work together seamlessly across 50-plus practices and 21 offices in the worlds major financial centers.

The Opportunity

We are seeking an Office Services Facilities & Security Specialist (mid-level) to join our Firm. This position will be based in our Palo Alto office. This position acts as primary to Facilities workflow by managing the Firm facilities software FMS (Facilities Management Software) organizing office or furniture moves assisting with vendor management and acts as primary for ergonomic supplies and installation. This position will also act as primary to internal Security by patrolling and conducting inspection of all office space assuring the safety and security of personnel and property.

• Assists Office Services Manager with administrative project facilitation for Facilities.

• Helps ensure all shipping and receiving procedures are followed by checking PsShip (Firm shipping software) history daily. Ensures each delivery step is followed and quickly alerts Office Services Coordinators if errors are caught.

• Monitor shipping vendors daily to ensure items in transit are meeting expected delivery as needed contacts vendors customer services line to submit a ticket.

• Uses Computer Aided Facilities Management (CAFM) and Building Management System (BMS) to support facilities related requests for the office.

• Patrols and inspects office space; identifies and corrects security or fire hazards; locks unoccupied offices; opens and closes doors based on operating schedule and ensure security.

• As needed acts a liaison to the building management team to input requests into their system known as Angus and follows up when there is an unnecessarily long delay.

• As needed notifies stakeholders such as the Office Services Manager of emergency building situations.

• Upon request assists with after-hours emergency requests relating to the pre-action MDF (Main Distribution Frame) and IDF rooms and grants emergency vendors access to the space as a part of the response.

• Assist with escorting facilities vendors to support operations and maintenance.

• Coordinates with Human Resources to participate in safety week safety trainings and life safety functions including the annual CPR training.

• Monitors and assists with maintaining AED equipment for the office.

• Coordinates maintenance and housekeeping activities for the office. Participates in daily cleaning inspections and meets with cleaning provider Able to address deficiencies.

• Conducts daily elevator door checks to ensure the shut fully and securely; adjusts door closures as needed and uses the Building Management System (BMS) to monitor and adjusts CFM (Cubic Feet Per Min of airflow) to ensure proper door function.

• Escorts terminated employees from the premises upon request from Human Resources.

• Documents and reports unusual situations (accidents illnesses criminal activity equipment malfunction) to the Office Services Manager Human Resources or Attorney Development Manager.

• Reports all unusual occurrences or conditions and any incidence of visitor or employee actions which could result in injury or loss to the Firm or employees to the Office Services Manager Human Resources or Attorney Development.

• Performs frequent physical exertion including: standing walking bending over twisting reaching above shoulder level pushing pulling repetitive use of both hands lifting or carrying up to 50 lbs. frequently and over 100 lbs. on occasion

• Receives records and facilitates timely delivery of packages by preparing assignments to relieve key stations of heavy workloads.

• Produces monthly BMS and FMS department statistics reports.

• Maintains awareness of postal regulations and procedures for other delivery services (e.g. FedEx UPS etc.).

• Disseminates information appropriately to ensure departmental awareness.

• Ensures all Firm office space is maintained at all times.

• Disassembles assembles and moves office furniture as required to meet needs of the Firm.

• Demonstrates effective interpersonal written and verbal communication skills to facilitate effective work relationships with others.

• Manages Firm resources responsibly.

• Complies with and understands Firm operation policies and procedures.

• Performs other related duties as assigned.

Qualifications

• Knowledge of relevant firm computer software programs (e.g. Word Outlook Excel PowerPoint Computer Aided Facility Management (CAFM) system PS Ship PS Receiver) with the ability to learn new software and operating systems

• Ability to obtain job related certification including defibrillator training and CPR

• Ability to stand or sit at work station and ability to walk for extended periods of time

• Ability to exert moderate to high physical energy to ensure quick response to medical or criminal emergencies

• Knowledge of cleaning materials

• Ability to handle constant exposure to adverse conditions

• Ability to read interpret and follow instructions

• Ability to read and interpret floor plans

• Ability to work in a moderate to high risk environment

• Ability to delegate work effectively

• Ability to follow up consistently

• Demonstrates effective interpersonal and communication skills both verbally and in writing

• Demonstrates close attention to detail.

• Demonstrates consistent follow up skills.

• Ability to handle multiple projects and shifting priorities

• Ability to handle sensitive matters and maintain confidentiality

• Ability to organize and prioritize work

• Ability to work well in a demanding and fast-paced environment

• Ability to work well independently as well as effectively within a team

• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education and Experience

• High School Diploma or equivalent

• Minimum of five years related experience

Culture & Life at Skadden

What makes Skadden special is our people and the culture community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firms success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.

• Competitive salaries and year-end discretionary bonuses.

• Comprehensive health care (medical dental vision) savings plan/401(k) and voluntary benefits.

• Generous paid time off.

• Paid leave options including parental.

• In-classroom remote and on-demand learning and professional development opportunities.

• Robust well-being classes and programs.

• Opportunities to give back and make an impact in local communities.

For further details please visit: is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information please visit starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills experience (to the extent relevant) and other-job related factors consistent with applicable law. This position is eligible for overtime pay and may be eligible for a discretionary year-end bonus.

Salary Details

EEO Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including but not limited to race color religion creed sex national origin ancestry age alienage or citizenship status marital or familial status domestic partnership status caregiver status sexual orientation gender gender identity or expression change of sex or transgender status genetic information medical condition pregnancy childbirth or related medical conditions sexual and reproductive health decisions disability any protected military or veteran status or status as a victim of domestic or dating violence sexual assault or offense or stalking.

Applicants who require an accommodation during the application process should contact Lara Bell at .

Skadden Equal Employment Opportunity Policy

Skadden Equal Employment Opportunity Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

In accordance with the Transparency in Coverage Rule

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Transparency in Coverage

Applicants Have Rights Under California Law

Applicants Have Rights Under California Law

Skadden will consider for employment all qualified applicants including those with criminal histories in a manner consistent with the requirements of applicable state and local laws including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance.