Evening Facilities Assistant

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 1,000 lawyers. Headquartered in New York with offices in Beijing, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Description / Job Summary

To provide a pro‑active first class service to all fee earners and business services staff, ensuring that the needs of the client are met and assisting in the running of the Facilities Office and supporting the Facilities Manager and the Facilities team.

Responsibilities / Duties

• Copy and Print: Photocopying, printing and binding documents for internal and external use, including presentations. Ensuring emailed requests are responded to in good time and the task is completed efficiently. Creating high‑level full bleed brochures used for marketing material and client pitches. Creating and printing business cards. Helping the Events team with print requests such as name badges, place cards and menus. Coordinates emailed print request tasks with co‑workers. Scanning of documents. Provide first‑line support for the maintenance of the photocopiers and printers. Organise toner changes for photocopiers and printers and ensures stock is at the required level. Arrange photocopier engineer call‑outs when required. Organise which print work will be outsourced and which will stay in house in order to meet deadlines.
• Stationery and Office Equipment: Assist with ordering office stationery, and general office supplies. Ensure all stationery areas are fully equipped stocked with paper and supplies and maintained at all times. Provide new joiners with a stationery starter pack and ensure there is a supply of starter packs pre‑made.
• Meeting Rooms: Ensuring meeting room furniture setups and reconfiguring meeting rooms as and when necessary.
• Joiners and Leavers: Liaise with security to request security passes for new joiners and ensure that passes are added to the Gallagher Security systems with the appropriate access given. Liaise with security to advise of leavers and ensure security passes are returned. Assist the Facilities Manager with new office set ups and ensure leavers offices are clear in preparation for new joiners. Photograph new joiners for their passes and intranet photos.
• Internal Office Moves: Assist the Facilities Manager with internal office moves.
• Post and Courier: Franking and distribution of mail items such as 1st class mail, special delivery and recorded deliveries. Booking and distribution of UK and overseas couriers. Collection of mail and couriers ensuring this task is completed regularly and efficiently, coordinating collections and runs with colleagues. Manages issues with any UK, overnight or international couriers to keep any delays to minimum ensuring the recipient or sender is kept up to date with progress.
• General: General housekeeping duties and floor walks addressing any issues found and escalating where necessary. Archiving boxes and files in office and in our internal basement. Reporting maintenance issues, relating to fabric, lighting, heating and cooling to onsite maintenance and engineering team. Assist with signage ordering. Arranging delivery and collection of confidential bins. Liaise with external vendors and contractors and submit permits and parking requests if required. Arranges bicycle and car passes for staff who regularly want to park or cycle into the office. Creating reports via the access control system. To assist the Facilities Manager on projects and planning. Any other ad‑hoc duties as required by the Facilities Manager, other management or partnership.

Required Skills

• 5+ years experience in reprographics with good knowledge of scanning, printing from data rooms, experience with bulk print software and Canon MFD’s formatting and printing excel spreadsheets.
• Experience of Morgana Booklet Maker and Duplo Slitter/Cutter/Creaser desirable.
• Experience within a post room.
• Intermediate knowledge of Microsoft Office systems.
• Relevant experience working within a facilities department in a professional services environment.
• Ability to work as a team player.
• Excellent attention to detail.
• Ability to manage a heavy workload and work to tight deadlines.
• DSE qualified is advantageous.
• Fire Marshall and/or First Aid qualified is advantageous.
• Excellent written and oral communication skills.
• Good problem solver.
• Confident, assertive, patient and calm.
• Sound judgement.
• Flexibility.

Details

Salary and Benefits: Competitive Monday‑Friday in office.

Equal Opportunities

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.