Facilities Coordinator

The Facilities Coordinator is a non-exempt position responsible for supporting all aspects of office facilities, maintenance, and office services to ensure a safe, efficient, and professional workplace environment.

• Conduct daily inspections throughout the office to identify maintenance, safety, and operational issues.
• Coordinate minor leasehold improvements and repairs under the direction of the Office Administrator or Facilities Manager.
• Coordinate service calls, vendor access, and scheduled maintenance for office equipment and appliances, including:
• Heating, Ventilation, and Air Conditioning systems Ice machines Dishwashers Refrigerators Other small office appliances
• Perform minor furniture and office chair repairs.
• Monitor conference room schedules and prepare meeting rooms as directed by the Office Administrator.
• Assist with preparing offices and work spaces for new employees and ensure guest offices are clean, stocked, and ready for use.
• Assist with document production requests and ensure all requests are completed accurately and within established deadlines.
• Replace light bulbs in areas that are not maintained by the building property management team.
• Conduct inventory of office supplies and maintain appropriate inventory levels through timely ordering and stocking.
• Maintain clean, organized, and functional office support areas.
• Other Duties
• Train new and existing employees on the proper use of office equipment.
• Monitor the collection, processing, and distribution of incoming and outgoing mail.
• Maintain office copiers and printers by replenishing paper, replacing toner cartridges, and coordinating service when necessary.
• Process outgoing mail and prepare Federal Express shipping labels.
• Performs other related duties as needed or assigned.

The Facilities Coordinator reports directly to the Office Administrator.

N/A

At least two years of related experience is preferred. The Facilities Coordinator must have a working knowledge of copy room services and facilities. Also, this employee must be knowledgeable in inventory control, maintenance procedures, and the use of hand tools.

The Facilities Coordinator should possess the ability to perform minor repairs on appliances and office equipment. Also, this employee must be able to coordinate maintenance and repair activities on office space and major equipment items. Must be able to handle a multitude of tasks unsupervised in a timely manner. Must possess good verbal and written communication skills, with ability to receive and respond to work assignments in both formats.

The Facilities and Office Services Coordinator must be proficient with Microsoft Office Applications, detailed oriented, and a self-starter. The ability to work with many different types of personalities at all levels of the organization is a must. A sense of “urgency” is of utmost importance. Must be flexible and able to accurately prioritize workload and adapt to change quickly. Strong organizational skills and prioritization skills are required.

The Facilities Coordinator position requires a high school diploma; two years’ related experience is preferred.

Must be able to move around the office up to 70% of the time to make copies, maintain printers, distribute mail, etc. This position sets up, operates, and troubleshoots computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis. Must be able to move documents, files, boxes of copy paper, furniture, and other items weighing up to 50 lbs.

This position requires constant communication and exchange of information with the Office Administrator/Supervisor, Firm attorneys, clients and…