Senior Facilities Planner

Ropes & Gray•Boston, MA

1d•Hybrid

About The Position

This individual is the primary facilities contact for client-facing Conference Center support, independently ensuring that all physical support requirements for the firm’s daily meetings are met. In addition to these duties, this person is involved in a wide range of maintenance, housekeeping, and moving activities as directed by the Manager of Facilities.

Requirements

High school diploma or equivalent
Minimum of five years of related work experience
Proficiency in computer applications, including Outlook, Word, and Excel
Good understanding of the operating characteristics of minor office equipment

Responsibilities

Independently review the daily schedule in advance and develop a timeline to ensure all room reconfigurations are completed as planned.
Coordinate directly with Operations team members if assistance is required for room reconfigurations, clearly communicating specific times help is needed.
Collaborate closely with Conference Services and Audio-Visual teams to confirm that all room setup and equipment requirements are met promptly and efficiently.
Provide a high level of friendly, proactive customer service to client contacts, attorneys, and support staff to ensure conference requirements are met.
Exercise care to avoid damage to furniture and facilities when furniture is moved.
Conduct daily inspections of all conference rooms and perform additional checks between scheduled assignments as needed to maintain proper furniture configuration and each room’s overall appearance.
Return equipment and excess furniture to inventory or rental vendors, as appropriate.
Maintain equipment and furniture storage rooms in good order.
Act as steward of the Conference Center by performing light maintenance on all assigned equipment and conference room furnishings.
Schedule and obtain contractor maintenance as required for equipment and furnishings.
Ensure that furniture cleanliness standards are met.
Ensure that perimeter and interior blinds are functioning properly, completing minor repairs as necessary.
Report painting and more extensive repair needs to the Manager of Facilities.
Provide all move participants with necessary moving boxes and monitor replenishment needs for internal office relocations.
Provide packing support and other white-glove service, as needed, for internal office relocations.
Responsible for all nameplate relocations during office moves.
Coordinate all picture-hanging needs after an office move with each move participant.
Re-establish standard office setup for Visitor Office relocations.
Assist with department requests submitted through the department ticketing system.
Help fulfill requests in other team members’ queues when they are out of the office.
Manage the relationship with the shredding vendor and ensure satisfactory service.
Monitor Status Change Forms (new hires, terminations, and relocations) for the removal and installation of nameplates.
Coordinate and perform the installation of bulletin boards, whiteboards, and pictures, as requested.
Make regular inspections of conference rooms and Visitor Offices and take necessary follow-up action.
Coordinate observations with the Manager of Facilities regarding necessary services.
Coordinate service calls for various minor office equipment, as directed by the Manager of Facilities.
Install and set up firm equipment, including keyboard trays and instruments with working parts.
Arrange boxes, materials, hand trucks, and other industrial equipment in a neat and orderly manner.
Shift and move boxes and other heavy materials.
Assist in setting up and providing service for parties and firm events, as needed.
Perform other work-related duties as assigned.