Facilities Assistant Manager

Overview of the Function

Freshfields Bruckhaus Deringer is a major global law firm, providing corporate legal services of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be.

The Firm has over 2,800 lawyers in 27 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions, and governments.

The Hospitality & Workplace Services team leverages technology, workplace design, hospitality, operations, and business services to deliver a best-in-class workplace experience environment for approximately 500 employees in our largest domestic location. 

Freshfields is currently seeking an Assistant Manager, Facilities to join our Workplace Experience team, with responsibility for the maintenance, operations, and safety of the physical office. In this role, you will report to the Hospitality & Workplace Services Manager of the New York office.

This role is one of consistent in-office presence to ensure service standards are maintained. 

What You’ll Do

• Facility Maintenance and Repairs
  • In coordination with the NY Office Manager, develop and implement a comprehensive maintenance program to ensure the facilities are in optimal condition.
  • Supervise and coordinate maintenance and repair activities, including HVAC, electrical systems, plumbing, and building infrastructure.
  • Maintain accurate records and documentation related to facility operations, including maintenance logs, safety inspections, and equipment inventories.
• Budgeting and Cost Management
  • In coordination with the NY Office Manager, develop and manage the facilities budget, ensuring cost-effectiveness and efficiency in all facility-related activities.
  • Monitor expenses and recommend cost-saving measures while maintaining high standards of maintenance and safety.
• Health, Safety, and Regulatory Compliance
  • Ensure compliance with all applicable health, safety, and environmental regulations, standards, and codes.
  • Develop and implement safety procedures and protocols to maintain a safe working environment for employees and visitors.
• Space Planning and Utilization
  • Support space planning and utilization analysis to optimize efficiency and productivity within the facilities.
  • Coordinate office moves, expansions, and reconfigurations to accommodate changing organizational needs.
• Vendor and Contractor Management
  • Manage relationships with facility service providers, contractors, and vendors to ensure quality service and cost efficiency.
  • Negotiate contracts and agreements and evaluate vendor performance to meet organizational requirements.
• Emergency Response and Disaster Preparedness
  • In coordination with NY Officer Manager and Global Business Continuity lead, develop and maintain emergency response plans to handle various facility-related emergencies effectively.
  • Conduct regular drills and training to ensure staff are prepared to respond to emergencies.
• Energy and Environmental Management
  • Implement energy-saving initiatives and environmental sustainability programs to reduce the organization's environmental footprint.
  • Evaluate and implement green technologies and practices to enhance facility sustainability.
• Facilities Team Management and Development
  • Oversee vendor facility staff (2), directing assignments and addressing escalated issues.
  • Foster a collaborative and positive work environment, encouraging teamwork and individual growth.
• Communication and Reporting
  • Provide regular reports and updates to NY Office Manager and senior management on facility performance, budget adherence, and key initiatives.
  • Communicate with internal stakeholders to address facility-related concerns and ensure their needs are met.

Key requirements (Communication/skills/experience)

• Minimum of 5 years of related experience in operations/facility management, preferably within a law firm or other professional services firm.
• Bachelor’s or Associates Degree in facility management, or the equivalent combination of education and experience is required.
• Relevant professional certifications (CFM, FMP, LEED) are desirable.
• Strong knowledge of facility operations, maintenance, safety regulations, and building systems.
• Demonstrated relationship management skills and the ability to communicate effectively with colleagues and vendors at all professional levels.
• Experience working with facilities/building management vendors i