Facilities Coordinator

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world’s top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Facilities Coordinator

New York

Regular

We have an opening for a Facilities Coordinator.

The Facilities Coordinator coordinates resources and provides support for facilities and operations tasks and projects for an office or offices. Coordinates with office services vendors and property management. Coordinates programs for the maximum utilization of services and equipment by performing the duties described herein personally or through collaboration with Facilities Manager team members.

In this capacity, the Facilities Coordinator will:

• Support, coordinate and/or perform a variety of tasks and functions related to the office facilities and daily operations of an office;

• Provide administrative support to the Business Operations department, including inventory tracking, expense and invoice processing, and other duties as assigned;

• Coordinate office moves, furniture relocations, clean-up efforts, painting, and general maintenance of office space; coordinate with building janitorial, security and engineering as necessary;

• Administer the databases for the following programs for compliance with deliverables throughout assigned offices:
  Service Now*, Angus*, Office Space, EMS, MyKastle, Cloud Gate, Seamless;

• Maintain PH (Service Now) and building’s (Angus) work order systems; distribute work orders, and completed work order and preventive maintenance routines;

• Coordinate office maintenance programs, participate in construction projects, purchasing, and vendor management;

• Coordinate facility operations in support of office-wide events in the New York office, serving as the key liaison between Facilities and the Events team to streamline event planning and execution;

• Partner with the Meetings & Events Manager, Guest Services Manager, and Administrative Manager on the facilities-related logistics of office-wide events in the New York office;

• Serve as the facilities point of contact among Events, Hospitality/Catering, Reception/Concierge, and Property Management to ensure space, vendor, and building-access logistics are aligned for events;

• Assist other staff members in the implementation and organization of internal moves. May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required;

• Maintain office seating assignments and various tracking charts relating to space, personnel, and work orders;

• Active member, office emergency response team;

• Support management with special projects relating to space planning and facilities operations;

• Support any department or office-specific programs as assigned; and

• Work overtime as required.

Proficiencies:

• Advanced proficiency in rules of English grammar, spelling and punctuation;

• Ability to organize work and self-manage tasks, coordinate the activities of others with appropriate oversight;

• Fundamental to Advanced proficiency in MS Word, and document editing/comparison applications;

• Advanced proficiency in MS Outlook and web-based conference call/web-sharing applications;

• Advanced proficiency in utilization of building systems and applications;

• Advanced proficiency in utilization of firm security system including data entry,…