Requisition Number: 2023-11-04162-3068-001
Job Title: Facilities Assistant
City: Washington
State: DC
Shift: Monday-Friday, 9:30 a.m. – 6:00 p.m.
Hours: 37.5

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, Palo Alto, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe. Cross-border finance, banking and bank regulation, mergers and acquisitions, securities issuance and regulation, project and asset based finance, real estate, asset management, joint ventures, taxation, litigation and dispute resolution are important aspects of the Firm’s practice.

Facilities Assistant

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Description/Job Summary

Under the day-to-day direction of the Operations Manager, the Facilities Assistant is responsible for a variety of back-office services support functions for the Washington office.  The hours are Monday-Friday, 9:30 a.m. – 6:00 p.m., but flexibility to work additional hours as needed is required.  The duties of the Facilities Assistant may change as the needs of the office and the Firm change.



  • Monitor and respond to incoming email requests
  • Conduct daily visual inspections of office space to review operation of equipment, furniture appliances and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
  • Maintain logs of Facilities equipment usage and maintenance and request repairs when needed
  • Assist with Maintains up-to-date floor plans on a daily basis
  • Ensures offices are set up with standard furniture and cleaned for new and moving employees as well as visitors 
  • Creates accounts for new personnel with relevant vendors
  • Activate security access FOBs and assist with maintaining accurate security databases
  • Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
  • Escalates staff requests/concerns to manager/director as appropriate
  • Daily maintenance (stock supplies, cleanliness, etc.)
  • Available some early mornings/nights/weekends to monitor work being performed by vendors or to provide additional support during special events
  • Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)
  • Assist with department projects as requested by Operations Manager

Mail Room

  • Receive, log deliver incoming packages (Fedex, UPS etc.)
  • Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
  • Meter outgoing mail
  • Retrieve and sort incoming mail from post office/postal box
  • Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
  • Maintain postage log for outgoing mail
  • Keep mail supplies stocked
  • Complete and log fax requests

Office Supplies

  • Organizing and track office supplies
  • Maintain and organize floor copy rooms, adding supplies as needed
  • Check paper levels on printers/copiers on a daily basis and replenish as needed
  • Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
  • Maintain and organize floor copy rooms, adding supplies as needed

Conference Services

  • Assist with conference room furniture configuration
  • Daily Conference room checks  (supplies, cleanliness, furniture damage, carpet stains etc.)


  • Assist with in-house copy jobs, faxing and scanning projects
  • Assist with additional conference service matters as needed
  • Assist Administrative Team with special projects and tasks
  • Serves as backup for Operations Department team members as needed
  • Perform other duties as assigned

Required Skills

  • Ability to effectively present information verbally and in writing
  • Basic math skills: addition, subtraction, multiplication, division
  • Strong attention to detail
  • Ability to follow directions and work independently with limited supervision
  • Working knowledge in MS Word, Excel and Outlook
  • Familiarity with standard office equipment such as photocopiers, scanners, and facsimile machines
  • Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment
  • Ability to use diplomacy and discretion.  Must act with professionalism at all times
  • Strong customer service skills
  • Client-focused with the ability to provide customer service in a professional manner
  • Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks
  • Ability to travel to downtown DC office on a daily basis
  • Business casual attire required on a daily basis.  Professional attire occasionally required for special events

Preferred Experience

  • Minimum 1 to 2 years of experience in an office environment required; prior experience in a law firm is strongly preferred
  • Experience with EMS is preferred.

Required Education

  • High School diploma or GED equivalent required.


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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.