Facilities Manager

Team Summary

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

Position Summary

Position Summary

The Manager, Facilities is responsible for the strategic oversight, day-to-day operation and continuous improvement of the Washington D.C.’s office facilities and building infrastructure. This role ensures that all premises are safe, efficient, compliant, well maintained and aligned with business needs.

The Manager, Facilities has strong project management, vendor management, budgeting and problem-solving skills, together with a practical understanding of commercial building operations and applicable workplace compliance requirements. The role requires excellent communication skills, sound judgment and the ability to manage competing priorities in a fast-paced professional-services environment.

Duties and Responsibilities

• Manage facilities operations within the office, including building maintenance, repairs, cleaning and security.

• Oversee relationships with landlords, property managers, vendors, contractors and service providers, including negotiating service levels and monitoring performance.

• Develop and manage facilities budgets, operating expenses, capital projects and procurement activities.

• Ensure compliance with applicable health and safety, fire, environmental, accessibility and building requirements.

• Plan and execute office moves, renovations, space planning, furniture installations and workplace improvement projects in coordination with the Manager, Office Operations.

• Implement preventive maintenance programs and maintain accurate records of assets, maintenance activities, inspections and service contracts.

• Advise operations management on facilities strategy, space utilization, workplace standards and potential risks.

• Coordinate work assignments among the Facilities team, building technicians, vendors and contractors and review work orders to ensure that assignments are completed in a timely manner.

• Recruit, train, manage and develop office facilities team.

• Oversee scheduled floor walks to inspect suite.

• Review price quotes for the procurement of parts, services, and labor for projects, submit to Manager, Office Operations for final approval.

• Maintain parking lists and provide parking access where applicable under lease terms.

• Ensure vendor Certificates of Insurance (COI) are filed with the property manager and arrange for use of freight elevators.

• Notify office of window cleaning, water shutdowns, fire drills, and other scheduled facilities events.

• Prepare offices/workstations for new joiners, including installation of name plates and cleaning/painting as necessary.

• Responsible for set-up of trial sites or other temporary workspaces as required.

• Manage the security access system to provide suite access and ensure suite security.  Perform routine audit of access card usage.

• Coordinate Firm’s crisis management plan in compliance with security vendor and property manager.

• Maintain a safe and clean working environment, complying with procedures, rules, and regulations.

• Assist the Manager, Office Operations with the Firm’s life safety programs.

• Reconcile Facilities and Operations invoices received from Finance Department.

• Assist with the execution of office events, as applicable.

• Coordinate assessment of ergonomic needs of employees.

Qualifications

• Associates or Bachelor’s degree preferred
• 5+ years of experience in facilities, office operations, property management, building maintenance or workplace services.
• Working knowledge of commercial building systems, including HVAC, electrical, plumbing, fire and life-safety systems, security and access control.
• Familiarity with applicable health and safety, environmental, accessibility, fire-safety and building compliance requirements.
• Experience managing external vendors, contractors, landlord relationships, service agreements and maintenance schedules.
• Demonstrated budget management, purchasing, contract administration and cost-control skills.
• Operating knowledge of construction renovation practices and procedures and ability to plan, schedule and complete multiple projects.
• Project-management experience involving office moves, renovations, space planning, fit-outs or capital improvements.
• Ability to respond calmly and effectively to building incidents, emergencies and business-continuity issues.
• Strong communication, negotiation, customer-service and stakeholder-management skills.
• Strong organizational skills, attention to detail and ability to prioritize multiple operational demands.
• Knowledge of Microsoft Office suite required.
• 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.

DC Salary Range: 129,600 - 194,400

This role reports to

Manager, Office Operations

Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [email protected].

Benefits at White & Case

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

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.

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.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.