Facilities & General Administration Assistant

Facilities & General Administration Assistant

We are seeking a highly organized and detail-oriented Facilities & General Administration Assistant to support the day-to-day operational and administrative functions of our growing nationwide law firm. This role will play a key part in coordinating office setup, vendor management, facilities support, insurance administration, and attorney licensing compliance across multiple office locations.

The ideal candidate is proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment while maintaining excellent communication and organizational skills.

Key Responsibilities

Facilities & Office Operations

· Coordinate the setup of new office locations and office expansions, including procurement of office supplies and daily operational necessities; vendor services management and implementation to ensure seamless office functionality and readiness. Including but not limited to:

o Copiers and printing equipment

o Postage machines

o Fed Ex and UPS accounts

o Local courier and messenger services

o Beverage Services

· Assist with coordinating office moves and transitions for nationwide office locations (no travel required)

· Supporting the office furniture procurement process

· Coordinate office signage for new office spaces nationwide

· Generate and distribute monthly office attendance reports using keycard reader swipe data

Vendor & Contract Management

· Serve as the point of contact for firm vendor relationships and contracts, including but not limited to:

o Copiers and printers

o Postage equipment

o Shredding services

o Offsite storage providers

o Beverage Services

· Monitor vendor contract renewal dates and escalate renewals to the Director of Operations for review and approval

Insurance Administration

· Assist the Director of Operations with the firm's annual insurance renewal process

· Track insurance claims and follow up with carriers and vendors regarding claim status updates

· Assist with issuing Certificates of Insurance (COIs) upon request

Attorney Licensing & Compliance

· Track attorney bar admissions and maintain accurate licensing records

· Update attorney bar information for new hires and terminations

· Coordinate attorney bar renewals across multiple states

· Track renewal completion related to attorney licensing

Other projects as requested.