Facilities and Hospitalities Manager

Axinn combines the skills, experience and dedication of the world's largest firms with the focus, responsiveness, efficiency and attention to client needs of the best boutiques. The Firm was established in the late 1990s by lawyers from premier Wall Street firms with a common vision: provide the highest level of service and strategic acumen in antitrust, intellectual property, and high-stakes litigation. Axinn’s lawyers have served as lead or co-lead counsel on nearly half a trillion dollars in transactions and, in the last 10 years alone, have handled more than 500 litigations.

The Facilities and Hospitalities Manager has primary responsibility for the overall maintenance and general upkeep of all Firm office spaces in New York City, Washington DC, Hartford-CT, and San Francisco, while supervising various staff (reception and office services) in each office location. This person will be a go-to resource for all questions and issues regarding our offices and should be comfortable fielding requests from all levels of the organization, with an eye towards client service. In addition, this position will be responsible for the following tasks:

Responsibilities and Duties:

• Manage maintenance, custodial, security, furnishings, related purchasing, and facility work across all four firm locations, both as needed and proactively (preventative)
  1. Periodically evaluate and make recommendations/report on office repair, upkeep and maintenance/cleaning
  2. Process work orders, RFPs for specific work, and contract negotiations as necessary
  3. Serve as a point of contact for all facilities related work, contractors, security, maintenance, testing, inspections and building administration
  4. Coordinate the key/fob/security card programs for all locations, and serve as the main point of contact for security concerns for each building
  5. Proactively identify and resolve safety hazards 
  6. Assist with the coordination of renovations, refurbishments, and construction/building projects
  7. Draft policies and procedures related to the management of the Firm’s facilities
  8. Oversee office related purchasing and ordering of supplies, break room food, furnishings, and other general office needs. Seek out ways to make the process more efficient and cost effective.
  9. Manage office assignments, moves, visitor access/space, and on-site facilities assistance
• Supervise various staff, including, but not limited to hiring, mentoring, training, performance reviews, and employee relations
  1. Continue to build a robust program of general hospitality with the primary focus being customer/client facing attention to detail
  2. Manage the conference spaces in each location, ensuring they are client ready at all times
  3. Ensure catering and other such services represent the Axinn brand
• Oversee the operation and maintenance of office facilities such as safety programs, security systems, certain equipment, supply inventory, and oversee all building-related issues
• Develop and maintain safety plans and procedures for each office, ensuring that plans are clearly and regularly communicated and updated as needed due to changing conditions
• Serve as the main point of contact for firm-wide and office emergency communications regarding weather or other events that potentially impact operations; responsible for developing and sending such communications with oversight from various stakeholders
• Identify, approve, and manage communication with related vendors
• Manage the mailing services across all locations, finding efficiencies in expenditures
• Manage department budgets and expenditures as necessary
• Travel regularly to each office and meet with attorneys and staff, property management teams, vendors, and others as needed 
• Performs other duties/projects as assigned 

Education, Experience, and Skills Required:

• 5+ years general office facilities, property management, or building maintenance experience required, law firm experience highly preferred
• Ability to travel and/or work evenings/weekends
• Supervisory experience required with experience managing dispersed teams highly preferred
• Experience building and managing relationships with contractors, vendors, building management, and third-party suppliers
• Job related certifications are a plus, but not required
• Excellent communication skills, both verbal and written
• General knowledge of office equipment and tools
• Strong Microsoft Office skills – Word, Excel, PowerPoint, Outlook and various document management tools
• Ability to build rapport with attorneys and professional staff
• Strong organizational skills with great attention to detail
• Self-starter with high initiative and the ability to work independently but within a team environment

Benefits 

At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:

• Competitive starting pay and annual discretionary bonus and raise eligibility
• Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
• Firm paid short and long-term disability, plus life and accident insurance
• 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
• Comprehensive medical, dental, and vision insurance options
• Flexible spending and health savings accounts (medical plan dependent)
• Firm paid comprehensive Employee Assistance Program (EAP)
• Student loan refinancing discounts
• Fitness/Gym dues reimbursement program
• Hybrid remote work schedules are available for most employees (per current policy, in-office presence is required at least 3-days per week and fully remote roles are not available)

Position Details

This is a full-time, benefits eligible, exempt level position. Final rate of pay will be commensurate with the incumbent’s experience, with a targeted hiring range of $120,000.00 – $132,000.00 annually (the upper range reserved for highly qualified applicants). This position is currently available in our DC and NY office location only and relocation is not provided for this role.

Axinn is an equal employment opportunity employer and is committed to creating an environment that draws upon the strength of the diversity of its workforce to achieve excellence in the Firm's field and beyond